Pershore Town Council s1

08.04.10 PERSHORE TOWN COUNCIL TOWN COUNCIL MEETING 8th April 2010 Minutes of the meeting of Pershore Town Council, held at the Town Hall, 34 High Street, Pershore, Commencing at 7.30pm.

Present:- Cllr C D Parsons MBE (Mayor) Cllr J Daniels Cllr J T Grantham MBE Cllr D Hughes Cllr P Merry Cllr J Palfrey Cllr T D G Rose Cllr K E P Rowe Cllr M Rowe Cllr D M Shaw Cllr C W Smith Cllr C G J Tucker Cllr V Wood a. There were no items brought by members of the public b. There were no declarations of prejudicial interest

911. Apologies

Apologies were accepted from Cllrs Amphlett and G B M Hughes who were unwell.

912. Declarations of Interest

Cllrs Parsons and Rose declared a personal interest in agenda item 12, Allotments Cllr Palfrey declared a personal interest in agenda item 15b relating to the Heritage Centre

913. Mayor’s Announcements a. Cllr Parsons advised members of the recent death of Mrs Bess Lancelott and advised that he would be representing the Town Council at the funeral on 14th April. b. Cllr Parsons advised members that it was intended to hold the Civic Service for 2010 on 27th June at 3.00pm in Pershore Abbey

914. Items brought to members attention by the Town Clerk

There were none. Chairmans Initials

105 08.04.10 915. Minutes

Cllr Palfrey asked that minute 900 be amended to include concerns over footways and footpaths and with that amendment it was proposed by Cllr Palfrey, seconded by Cllr M Rowe and RESOLVED that the minutes of 18th February and 25th February be accepted.

916. Matters of report from the minutes

The Clerk advised members that the new lease to the Football Club was in the process of being drawn up and that a date for the meeting with Rooftop Housing was still awaited but likely to be in early May

917. Finance a. Members approved the draft budget comparison to end of March. It was proposed by Cllr Tucker, seconded by Cllr Smith and RESOLVED that the transfers to reserves be made as recommended by the Finance and Property Committee. b. It was proposed by Cllr Merry, seconded by Cllr K Rowe and RESOLVED that the cheque payment list for the months of March and April 2010 be accepted.

DRAFT PAYMENTS LIST March 2010

Vchr. Cheq. Cde. Name Description Amount 1093 242 41 Mr C D Parsons Mayor's Allowance 500.00 1094 243 94 eon Christmas Lights power 282.83 1095 244 92 Expo Publishing Coach Drivers Year Book 128.08 1096 245 89 Mr & Mrs P Pugh Allotment rent refund 11.25 1097 246 83 JKL Clothing Ltd PPE 108.71 1098 246 86 JKL Clothing Ltd PPE 46.27 Subtotal Cheque No. 246 154.98 1099 247 83 Buzz Electrical Ltd Repairs to chapel heaters 270.25 1101 248 63 OGL Computer Support Ltd IT Support 1,410.00 1102 249 69 Castons King Quantity Surveyor 4,523.75 1103 250 84 Mercia Radiotelephones Ltd Shopwatch radio hire 70.50 1104 251 85 W L Brown Town Hall maintenance 27.27 1105 252 80 Executive Cleaning (Worcs) Ltd Town Hall cleaning 291.02 1106 253 84 County Security Ltd Town Hall locking up 126.90 1107 254 63 Scribe 2000 Ltd Software Licence 519.94 1108 255 60 Paperstation Ltd Stationery 19.49 1109 256 69 Kevin Barrett Barrister fees 13,250.00 1110 257 89 Mr A Main Allotment rent refund 10.00 1111 258 85 CPC Parts for security alarm 68.65 1112 259 83 Star Sign PPE embroidery 90.07 1113 260 83 Cox's Cars Ltd Fuel 47.39 1114 260 88 Cox's Cars Ltd Fuel 35.00 Subtotal Cheque No. 260 82.39 1115 261 83 Wychavon D.C. Rates 5034123096000 53.27 1116 261 80 Wychavon D.C. Rates 503405203400B 144.00 1117 261 80 Wychavon D.C. Rates 503405203400A 432.00 Chairmans Subtotal Cheque No. 261 629.27 Initials 1118 262 62 Petty Cash Petty Cash 40.00 1119 263 60 Post Office Ltd Postage stamps 109.00 106 08.04.10 1120 264 60 West Mercia Supplies Stationery 53.50 1121 265 89 Lesley Parriss Allotment rent refund 10.00 1122 266 83 OHMS Machinery repair 23.50 1123 267 86 Mrs A Dobbins Replacement drills 124.96 1153 268 61 Opal Telephone 47.01 1154 268 90 Opal Telephone 17.84 Subtotal Cheque No. 268 64.85 1155 269 80 British Gas Town Hall Electricity 810.99 1162 270 82 Salary 7 Salary 922.47 1163 271 82 Salary 9 Salary 38.48 1164 272 1 HM Revenue & Customs Tax and NIC 776.70 1165 272 5 HM Revenue & Customs Tax and NIC 211.42 1166 272 4 HM Revenue & Customs Tax and NIC 2.42 1167 272 6 HM Revenue & Customs Tax and NIC 144.00 1168 272 82 HM Revenue & Customs Tax and NIC 81.20 1169 272 82 HM Revenue & Customs Tax and NIC 174.04 1170 272 2 HM Revenue & Customs Tax and NIC 454.30 Subtotal Cheque No. 272 1,844.08 1171 273 5 Worcestershire CC Superannuation 84.74 1172 273 82 Worcestershire CC Superannuation 68.75 1173 273 9 Worcestershire CC Superannuation 216.41 1174 273 82 Worcestershire CC Superannuation 193.43 Subtotal Cheque No. 273 563.33 1175 274 40 Wine for civic events Mrs A Dobbins 200.00 1177 275 40 Pershore Mayor's Charity a/c Mayor's Charity VAT 14.28 1100 DD 61 BT Telephone 5.08 1156 DD 1 Salary 1 Salary 2,249.38 1157 DD 5 Salary 2 Salary 1,007.49 1158 DD 6 Salary 3 Salary 575.99 1159 DD 3 Salary 5 Salary 382.66 1160 DD 4 Salary 6 Salary 496.96 1161 DD 82 Salary 8 Salary 325.05 1176 DD 70 Barclays Bank Payroll fees 39.38

32,368.07

DRAFT PAYMENTS LIST - APRIL 2010

Vchr. Cheq. Cde. Name Description Amount 1 276 83 Wychavon D.C. Rates 500007544 49.00 2 276 80 Wychavon D.C. Rates 500152996 435.00 3 276 80 Wychavon D.C. Rates 500153006 145.00 Subtotal Cheque No. 276 629.00 4 277 42 Mrs A Dobbins Plouay Ferry Crossing 504.00 5 278 60 Paperstation Ltd Stationery 24.04 6 279 85 Mrs S Mogg Generator 217.38 7 280 89 Mr G Carter Allotment rent refund 10.00 8 341 83 Stuart Blunsom Tree Services Tree work at cemetery 423.00 9 341 87 Stuart Blunsom Tree Services Tree work KGF 1,562.75 Chairmans Subtotal Cheque No. 341 1,985.75 Initials 10 342 62 Petty Cash Petty Cash 40.00 11 343 60 Post Office Ltd Postage stamps 62.20 107 08.04.10 12 344 60 West Mercia Supplies Stationery 38.31 13 345 83 Buzz Electrical Ltd Five year electric inspection 350.15 14 346 61 Namesco Limited website domain name and hostin 234.99 15 347 84 Dorma UK Ltd Automatic door contract 686.20 16 348 63 OGL Computer Services Software Licence 103.05 17 349 96 Worcestershire CALC Subscription 858.56 18 350 86 Environment Agency Abstratcion Licence 41.96 19 351 60 Newsquest Newsletter delivery 77.98 20 352 84 County Security Ltd Town Hall locking up 217.38 21 353 96 Worcs Wildlife Trust Subscription 29.00 22 354 84 Executive Cleaning (Worcs) Ltd Town Hall cleaning 291.02 23 355 88 Cox's Cars Ltd Fuel 43.18 24 355 83 Cox's Cars Ltd Fuel for cemetery 70.47 Subtotal Cheque No. 355 113.65 31 356 82 Salary 7 Salary 1,016.22 32 357 82 Salary 9 Salary 309.31 33 358 1 Inland Revenue Tax and NIC 778.81 34 358 5 Inland Revenue Tax and NIC 211.46 35 358 3 Inland Revenue Tax and NIC 1.21 36 358 4 Inland Revenue Tax and NIC 2.53 37 358 6 Inland Revenue Tax and NIC 143.80 38 358 82 Inland Revenue Tax and NIC 81.20 39 358 82 Inland Revenue Tax and NIC 214.23 40 358 2 Inland Revenue Tax and NIC 508.80 Subtotal Cheque No. 358 1,942.04 41 359 5 Worcestershire CC Superannuation 84.74 42 359 82 Worcestershire CC Superannuation 77.15 43 359 9 Worcestershire CC Superannuation 467.41 Subtotal Cheque No. 359 629.30 25 DD 1 Salary 1 Salary 2,247.27 26 DD 5 Salary 2 Salary 1,007.45 27 DD 6 Salary 3 Salary 576.19 28 DD 3 Salary 5 Salary 486.14 29 DD 4 Salary 6 Salary 496.85 30 DD 82 Salary 8 Salary 325.05

15,550.44 c. It was proposed by Cllr Tucker, seconded by Cllr Wood and RESOLVED that having reviewed its Internal Audit arrangements, the Council were satisfied that the Internal Auditor had reviewed their internal controls and ensured that the council had complied with their own financial regulations. The Clerk had provided regular bank reconciliations to the auditor together with copy bank statements during the course of the financial year. All payments were approved by the council and all invoices were available for inspection by the council.

It was proposed by Cllr Shaw, seconded by Cllr Wood and RESOLVED that the Internal Auditor be reappointed for a further year using the recommended letter of appointment and the Clerk will arrange for this appointment to be undertaken.

918. Items from the Finance and Property Committee Chairmans Initials It was proposed by Cllr Wood, seconded by Cllr Tucker and RESOLVED that the following recommendations from the Finance and Property Committee be accepted:- 108 08.04.10

1. Town Council enter into the Lengthsman Scheme for a further 12 months

2. The paths in St Andrews Gardens be resurfaced at a cost of £785 and the Clerk investigate the possibility of a contribution to the cost from traders who use the paths for their wheelie bins.

A leaf blower/sucker be purchased at the best possible price.

3. Clerk be authorised to purchase two blinds for her office at a cost of no more than £175.75.

Members considered the recommendation that the charges for the Town Hall be increased by £1 per hour after giving three months notice to hirers. Cllr Daniels suggested the new charges only apply for new hirers but members felt that would mean a two tier system which would be difficult to manage. Following debate it was proposed by Cllr Wood and seconded by Cllr Daniels that there be no increase in the charges. An amendment was proposed by Cllr K Rowe, and seconded by Cllr Tucker that the Town Hall charges be increased by £1 per hour but that no further increases be made until at least 2012. Upon putting the amendment to the vote it was passed with 10 in favour and 2 against. The amendment was then voted upon as the substantive proposal and it was RESOLVED that Town Hall charges be increased by £1 per hour but that no further increases be made until at least 2012.

Members noted the list of grants as agreed at the recent meeting of the Finance and Property Committee and recipients will be invited to receive their cheques at the Annual Meeting in May.

919. Items from the Cemetery Committee

There were none save that to be debated under agenda item 14.

920. Items from the Tourism and Twinning Committee a. Members agreed that the date of the May meeting of this committee be changed from 10th May to 12th May as a number of members would be unavailable on the original date due to the visit to Plouay b. It was agreed that gifts of a plum tree and slate clock be presented to Plouay on the visit in May. c. Cllr Wood advised members of the new guided walks now available through the Visitor Information Centre at a cost of £3 per person. d. It was agreed that Midsummer Brass be allowed to have bands playing in the walkway during the festival.

921. Items from the Pershore Community Youth Council a. The Clerk advised members of some success with funding applications and fund raising events being arranged by the Youth Council towards the bandstand. b. Members were reminded of the Music Festival being organized by the Youth Council rd Chairmans on 3 May and the efforts by the Youth Council to persuade the County Council to install a Initials pedestrian crossing in Station Road. The Youth Council were currently undertaking a questionnaire with students at the High 109 08.04.10 School and the crossing formed part of this. Cllr Grantham suggested that parents of children at Cherry Orchard School who also have to cross Station Road should also be included in the questionnaire and the Clerk will speak to the Youth Councillor responsible for this. Cllr Merry reminded members that when the County Council visit the area to consider the location of such a crossing, any survey should be meaningful and be undertaken in areas of Station Road where people tend to cross the road.

922. Allotments a. Cllr Parsons advised members that the programme of works had now been advised to the Council by the Environment Agency and whilst works had started in Bridge Street, work was not anticipated to start on the allotments until 27th May although the compound would be set up early in May. Cllr Tucker and members expressed their disappointment that yet another published start date had been missed. Cllr Tucker stated that he was losing confidence that even the latest start date would be adhered to. b. The Clerk reported on discussions with experts regarding deer on the allotment site. She advised that no control measures could be put into operation until at least October and the cost of deer fencing the whole site was prohibitive. The Clerk would bring the issue to a further meeting in due course when possible measures would be discussed. c. The Clerk advised members that a fence was required at the bottom of the area accessed from the Beards entrance. An estimate for a stock fence had been obtained in the region of £400 and the Clerk was asked to ensure that the fencing went down to ground level with the possibility of a hedge being planted in front of the fence for the future. The Clerk will meet Cllr Shaw on site to discuss the various options.

923. Public Transport a. Cllr Palfrey reported on progress with the station enhancements and advised that some response had been received from the various letters sent on the issue. He was aware various parties were now trying to resolve the matter and would report again at the next meeting. b. Cllr Palfrey advised that a letter had been received via the County Council advising of the intention of First Great Western to impose car parking charges at the station. Members felt that with the car park in its current condition and with no security for vehicles it was unreasonable to expect users to pay a fee. It was also noted that the imposition of charges would only exacerbate the problem with cars parking on the roads in the area.

It was proposed by Cllr Palfrey, seconded by Cllr Wood and RESOLVED that the Clerk write to the County Council opposing any car park charges at Pershore Station until a proper car park has been created.

924. Planning Committee

Cllr Grantham asked it be noted that as he had dual membership of the Town and District Council and was a member of the District Council Planning Committee he would take no part in the debate and abstain from any vote that was taken. Chairmans Initials Cllr Rowe advised members that the Cemetery Committee had considered the development from the perspective of land owners and neighbours to the proposed development. The 110 08.04.10 Committee recommended to the Town Council that it respond to the District Council as neighbours expressing their concerns over the close proximity of houses to the cemetery and the proposals for planting so close to the cemetery wall; that the plans for the maintenance of the planted area were impractical and difficult to enforce and stating their preference for the wall to be replaced with one constructed of similar materials to a height of 1.8 metres for the security of the cemetery and the residents. The Council to also express concerns that noise from the nearby houses would have a detrimental affect on the peace and tranquility of the cemetery, particularly during funeral and memorial ceremonies.

Cllr Merry explained the concerns of the Planning Committee from a planning perspective and advised members that the recommendation from that committee was that the Council object to the development and comment upon their concerns over:

 The proposals for surface water drainage and the possible contribution to flooding from the development as experienced in 2007  The increased traffic congestion on Three Springs Road and associated junctions  Over development of the site, originally planned to have only 140 houses  The size of the affordable homes are below the minimum standard laid down in Wychavon D.C.’s Supplementary Planning Guidance document on Standards for Affordable Homes  Inadequate car parking provision. The number of proposed car parking spaces does not meet the Worcestershire County Council guidelines.  Access to the site with no proposed filter lane.

Cllr Merry then advised members that under the sustainability guidelines for affordable homes, certain code levels have to be achieved which currently is code level 3. The documentation accompanying the planning application states a target of 30% of the homes being built to meet this code but the energy statement table in the document that requires completing with the specific figures has been left blank. Cllr Tucker explained his dual membership of Town and District Councils but as he was not a member of the Planning Committee he felt able to comment. He stated that the Town Council were being asked to agree a poor standard of housing and this would be setting the standard for the future. Cllr Wood agreed and members agreed to add a further objection to the proposal:

 Concerns over lack of information as to whether the affordable homes will be built to code level 3 for energy saving and considering the objectives of the Transition Town initiative all houses on the development should be built to at least that standard.

It was agreed with abstentions from Cllrs Grantham and Tucker that the Clerk send two separate comments to the Planning Authority – one as planning consultees and one as adjacent land owners as above.

Cllr Parsons thanked Cllr Merry for his hard work on this application and it was agreed he would attend the planning meeting in due course and speak on behalf of the Town Council.

925. Town Hall a. Members considered the Clerk’s report on the summer opening hours of the Town Hall walkway. Currently the walkway was open when the Town Hall was in use and pedestrian access on Chairmans Saturdays and Sundays when hirers were in the building and this had worked satisfactorily Initials with no complaints. Cllr Wood asked if the walkway could be open on Bank Holidays as it

111 08.04.10 had been closed at Easter. The Clerk explained that the Visitor Information Centre was not open over the Easter holidays but the walkway would be open on other bank holidays in the year except Christmas. It was also agreed the walkway would be open on Remembrance Day.

Cllr Daniels asked if the walkway could be open for pedestrians on Saturdays and Sundays and the Clerk advised that this was usually the case as hirers often used the Town Hall at weekends. b. Members considered a request that the Town Council consider purchasing a property in the High Street for use by the Heritage Centre. Members agreed that finances would not allow this at present and it was agreed the Clerk write and suggest the writer contact the Regeneration manger at Wychavon D.C. who may be able to suggest some sources of finance for the project. c. The Clerk advised that she would be producing a report for the Finance and Property Committee on the use of the top floor in time for their next meeting.

926. Visitor Information Centre

Following the meeting of the working party to discuss improving the Visitor Information Centre it was proposed by Cllr Wood, seconded by Cllr Shaw and RESOLVED that  The VIC start to sell tickets for local concerts, charging 10% commission to commercial organizations  Postcards be sold at the VIC  A map of the area be fixed inside the Town Hall  An A frame be purchased to advertise the location of the VIC  A sign be fixed to a wall in the foyer directing visitors to the VIC  An internal scrolling sign be fixed inside the front window  Members visit other Tourist Information Centres for ideas and bring their findings to a future meeting.

Cllr Merry asked that a checklist be produced for members visiting VICs so that members are looking at the same aspects and the Clerk will produce this.

Cllr Parsons agreed that postcards should be produced as quickly as possible.

927. Rooftop Community Fund

Cllr Palfrey asked whether this could be used to help improvement footways in Rooftop’s area but the Clerk explained the fund was for community projects and it was agreed members contact the Clerk for further information if they were interested.

928. Standing Orders

Members considered the proposed changes to Standing Orders and agreed they wished to allow members of the public as much opportunity as possible to take part in meetings. It was therefore agreed that the Clerk prepare a new set of Standing Orders in accordance with the NALC guidelines and including giving members of the public the right to speak during meetings at the invitation of the Chairman. The Clerk advised members that the meeting would no longer need to be adjournedChairmans for this to take place and any public participation would then form part of the minutes. The Clerk will Initials bring a draft set of Standing Orders to the next meeting for members’ consideration.

112 08.04.10

930. Reports from outside bodies

Cllr Amphlett had submitted a written report on the Voluntary Help Centre which was accepted and Cllr Wood reported on the Citizens Advice Bureau.

The Clerk reminded members that reports for the Town Meeting would be appreciated by Monday in time to go out with the agenda.

931. County Council Services a. Cllr Wood asked about the width of the pavement by 85 Bridge Street once the flood wall had been built and the Clerk advised that the footway would be approximately 2 foot wider than when the hedge had been overhanging the area. Cllr Wood also asked the lengthsman to cut back some of the overgrown areas of the footpath between the B4084 and Scobell Close and the Clerk will arrange this.

It was proposed by Cllr Wood, seconded by Cllr Palfrey and RESOLVED that the meeting be closed to hear a report from Cllr E Tucker from the County Council. Following her report it was proposed by Cllr Shaw, seconded by Cllr Merry and RESOLVED that the meeting be reopened.

932. District Council Services

The Clerk advised that a response had now been received from the District Council regarding the car parking charges in the town for people using the Leisure Centre. Members were disappointed by the response and it was agreed the Clerk write to the District Council to register this disappointment.

933. Items for Information a. The Clerk advised members that the Minutes of the Wychavon Sport Annual General Meeting and the Spring Edition of Partnership Matters newsletter were in the members’ room for information. b. The Clerk advised that the County Council had been asked by the District Council to clear ditches alongside the road in Bridge Street.

934. Items for future agenda a. Portfolio Responsibilities (Cllr Parsons) b. Investors in People and Customer Service Excellence awards (Cllr Parsons)

EXCLUSION OF PUBLIC AND PRESS

Owing to the confidential nature of the following agenda items it was proposed by Cllr M Rowe seconded by Cllr Grantham and RESOLVED “that in accordance with the provisions of the Public Bodies (Admission to Meetings) Act, 1960, as amended by the Local Government Act 1972, the public and press be excluded from the remainder of the meeting owing to the confidential nature of the business to be transacted” ie: agenda item 24 Legal issues and 25 Staffing issues Chairmans Initials 935. Legal Issues

113 08.04.10 a. The Clerk updated members on progress with issues relating to the Town Hall and it was agreed the Council would follow legal advice regarding the letter from the builders b. The Clerk advised members that she had written to the District Council concerning the Leisure Centre lease as agreed and a response was awaited.

936. Staffing Issues

Cllrs Parsons and Rowe advised members of the Town Clerk’s satisfactory appraisal but that the workload she had at present was heavy and this would be discussed at a future meeting.

Cllr Palfrey asked for a confidential agenda item on the next agenda

Signed…………………………………………….. Date…………………………………………..

Chairman

Chairmans Initials

114 08.04.10

County Council Services Cllr E Tucker reported that the flood wall by 85 Bridge Street would be in a straight line and the footway tarmaced to the wall. She had now been advised that work would be undertaken on footways in Fulbert Road, Ongrils Close and the footpath from Rushers Close to the B4084. Cllr Tucker also hoped to have some funds for the top end of Avon Road.

Cllr Tucker advised that she and Cllr Prodger had met with the Youth Mayor and discussed the Station Road crossing and it would now be put into a list for consideration for the future.

Cllr Parsons asked for some work to be done to the footways on the Allesborough Farm estate and Cllr Tucker agreed to see what could be done.

Chairmans Initials