746 ADOPTED at Full Council On 21 January 2021
MINUTES OF THE WYTHALL PARISH COUNCIL MEETING HELD ON THURSDAY 19 NOVEMBER 2020, 19:30 HRS VIA ZOOM CONFERENCING
PRESENT: Cllr. Dianne Taylor Council Chairperson. Cllr. Helen Cleaver Cllr. Kathryn Kingston Cllr. Linda Wright Cllr. John Blewitt Cllr. Ken Footman Cllr. Keith Yates Cllr. Sarah Hession Cllr. Omar Ahmed Cllr. Sue Baxter Cllr. Kathryn Powell Cllr. Les Turner Cllr. Margaret Dempsey
Cllr. Charles Hotham
ALSO, PRESENT: Ms. Naazlin Somani Parish Clerk
PUBLIC OPEN FORUM: Prior to the commencement of the meeting there was opportunity for a fifteen-minute period for public question time. This period was not part of the formal meeting and does not form part of the minutes themselves.
There were no members of the public present at the meeting and no items raised during the public open forum.
1. APOLOGIES Apologies were received from Councillors Philip Rattigan, Stephen Peters and Geoff Denaro, these were accepted by all Councillors present.
2. DECLARATION OF INTERESTS
2.1. Noted, Councillors were reminded of the need to update their Register of Interests, if required. 2.2. There were no declarations of disclosable pecuniary interests. 2.3. There were no declarations of other interests. 2.4. No written requests for dispensation were presented for consideration.
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3. COUNTY COUNCILLOR REPORTS Received a verbal report from Councillors Charlie Hotham and Adam Kent.
4. DISTRICT COUNCILLOR REPORTS District Councillors Sue Baxter and Sarah Hession provided updates on local activity.
5. MINUTES OF THE PREVIOUS MEETING RESOLVED, minutes of the meeting held on 15 October 2020 were received and approved as a correct and accurate record subject to the amendment confirming Councillor Les Turners attendance.
6. MATTERS ARISING FROM THE MINUTES Received a report detailing an update on actions arising from the previous meeting. The update included:
2021-22 Budget Setting The 2021-22 budget setting was underway. At the last meeting Councillors were asked to forward suggestions for projects for the next financial year. No suggestions had been received. Suggestions should be forwarded to the Clerk.
Chairman's Award Letters and Certificate of Recognition Letters and a certificate of appreciation were sent to all the businesses nominated. These included, Select and Save, Ambleside, Honours Butchers, Wythall Pharmacy, Hollywood Pharmacy, Hollywood Newsagents and Jet petrol station.
Cleaning of Allotment Toilet The quote for cleaning the allotment toilet was £350.00 plus VAT additional quotes were being obtained.
Catshill and North Marlbrook Neighbourhood Plan A response had been sent advising that the Parish Council supported the plan.
Truemans Heath 40mph Speed Limit A response had been sent advising that the Parish Council supported the introduction of a 40mph speed limit on Truemans Heath Lane.
Trading Application at Drakes Cross A response had been sent advising that the Parish Council supported the street trading application.
Citizens Advice Bureau Grant The Citizens Advice Bureau had been informed that they were being awarded a grant of £500.00. The award had been added to the November payment schedule.
Meadow Green School - Governor Vacancy Meadow Green School had been informed that Councillor Blewitt would join the schools board of Governors.
Councillors Chairmanship Training Councillors had been sent an email regarding the completion of the Chairmanship training, if Councillors required any support, they were advised to contact the office.
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Adoption of Phoenix Island The Council had been advised, if they wished to adopt Phoenix Island, a letter should be sent making the request to Councillor Kent copied to Highways.
7. COUNCIL PROJECTS Received a report providing an update on ongoing Council projects. The updated included:
Covid-19 & Support in the Community The office was currently closed to comply with the current lockdown in place and staff were working from home. Notices had been placed in the office windows to let people know of the closure and with details on how they could contact staff. A message was also posted on the Councils social media page.
The phone for COVID support continued to be monitored by staff. There was a reduced number of calls.
Parish Council Website A lot of work had been done on the site since the demo given to Councillors.
The launch date for the site was Monday 23 November 2020. The old site would be removed and the current domain (www.wythall-parish-council.org.uk) would redirect to the new site/domain.
The new site had a Councillor blog post page - Councillors who undertook activities in the parish, in their role as Councillor, could forward short articles to the office and these would be uploaded on to the website.
Christmas Lights @ Gorsey Lotts and the light switch on The Parish Council Christmas Lights installation was due to commence on Friday 20 November 2020. It was expected that the lights would be switched on shortly after that date.
Contact had been made with Bromsgrove District Council who were working on a project to make a video of all Christmas Lights in the District - Gorsey Lotts would appear in the video. Staff were also looking to do a short video for the for the website and social media.
Parish Council Christmas Card The Parish Council Christmas card would go to print week commencing 23 November 2020 with the printed cards being delivered a few days later. Cards would be signed by the Chair. Councillors would then be asked to deliver the volunteer cards closest to them, as discussed at the previous Council meeting.
Parish Council Christmas Light Competition 2020 The poster for the 2020 Christmas Light Competition had been produced and would be publicised following the launch of the Council website. A copy of the poster was circulated, for information.
Copies had been prepared for the noticeboards and a message would be released on social media and an article published on the Council website.
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Councillors who were responsible for noticeboards had been contacted and reminded to collect their poster.
Memory Café and collaborative working with the Churches A meeting took place with the Churches on the 11 November 2020 to discuss how the Parish Council and Churches could work together, extending the bi-weekly packages provided to vulnerable residents who would usually attend the Memory Café and those supported by the Churches.
At the meeting it was decided that a poster would be created to publicise how people who were in need of support could access help. A copy was circulated, for information.
Wildlife Meadow Verges Meadow verges had been prepared and the seeds had been sown. There was a request on the agenda to purchase signs to ask people not to walk on verges and pick the flowers when they bloom. The seeded locations were:
> Corner of Station Road and The Spinney Junction. > Corner of Station Road and Gorsey Lane Junction. > Corner of Hollywood Lane and Beech Road Junction. > Hollywood Lane along the fence opposite the Parish Council noticeboard, by the mini island. > Alcester Road, between Davis Timber and Brick Kiln Lane. > Corner of Gorsey Lane and Alcester Road Junction. > Corner of Houndsfield Lane and Simms Lane Junction. > Wythall Island, verge between Middle Lane and the A435 > Wythall Island, verge between Alcester Road and the A435 > Verge between the entrance of Wythall Cemetery and Middle Lane. > Corner of Peterbrook Road and Truemans Heath Road Junction.
The meadow verges had been well received.
Bee Posts Councillor Hotham had awarded the Parish Council a grant to purchase bee posts. The invoice was presented on the payment schedule. Five posts were being ordered - 2 for use by the Parish Council and 3 would be used by Councillor Hession for projects she was working on in the community.
Street Lighting As per the last Council meeting, the consultation was being widened with additional posters and information being placed around the Parish. Quotes from other companies were also being obtained along with timescales of when they would be able to undertake the work.
Measures to mitigate resident concerns were also being looked into for example, shields on the lamps to reduce the light impact on close properties and alternative timings for when the lights turn off.
Grit Bins The grit bin consultation had ended and the grit bins had been purchased and were ready for installing. The Lengthsman would be collecting them on Monday 23 November 2020.
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Replacement of 3x Noticeboards and works to Street Furniture Three replacement noticeboards had been ordered. A delivery date had not yet been confirmed. Swiftwell would be installing the three noticeboards and would also replace the pin board on the Drakes Cross board.
Maintenance work on the street furniture was being scheduled in on the lengthsman work schedule.
Cemetery Millennium West Foundations Work on the new foundations was expected to commence early in the new year when hopefully, the ground would be dryer.
Cemetery Audit Project Due to the lockdown and the temporary closure of the office, the work on the Cemetery Audit and migration to Scribe had not yet commenced. This would begin in January with an expectation that it is completed before the end of the financial year.
Community Garden The Community Garden plot at the allotment was being prepared ready for the next season. Projects using to the garden would begin to in spring.
Youth Club Partnership Work was continuing with the youth club partnership. The following plan had been put in place to help meet the objective of engaging more youth from the local area who do not already access youth club services. The activities would be done in collaboration with the youth club and would be in addition to the current service they provided. The activities would be widely advertised to engage local youth who do not access the youth club.
Reporting - January - idea of events which the Council/Youth club would host together to engage the youth. Use as methods of engaging youth from Wythall which don't currently access the service.
EXAMPLES: Macmillan Coffee morning Family event focusing on mental health and wellbeing Activity linking the Community plot at the Allotments Community litter pick
Participation of youth linked to the WPC Youth Award - Chair to attend awards ceremony.
March - update on joint events and also other work which the Youth Club had done in the Community and at the evening youth Club.
June - update on joint events and also other work which the Youth Club had done in the Community and at the evening youth Club.
September - 12 month overview of activity. Learning outcomes and planning for the next 12 month period.
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8. FINANCE AND GOVERNANCE
8.1. DONATION FOR THE REMEMBRANCE APPEAL RESOLVED that the Parish Council would make a donation of £50.00 to the Remembrance Appeal because a wreath could not be laid due to the COVID restrictions and guidance received from the Royal British Legion.
8.2. PARISH COUNCIL BRANDING ON STREET FURNITURE Received the quotations for signage for Parish Council street furniture. RESOLVED that signage be purchased for the Parish Council noticeboards, grit bins and meadow verges totaling £675.00 plus VAT. Noted that the signage included the Councils contact information.
8.3. 37 SILVER STREET PLASTERING WORK Received quotes to undertake plastering work at 37 Silver Street. RESOLVED that the quote for £385.00 received from CJ Devlin be accepted.
8.4. PAYMENTS RESOLVED that the following payments be approved. Noted that the payments highlighted yellow were December payments but owing to the large amounts and there being no Council meeting in December, the payments had been presented at this meeting for payment. Noted, Councillor Hotham had awarded a grant of £2100.00 for the purchase of 5x bee posts.
ITEMS FOR PAYMENT ON 19 NOVEMBER 2020 CODE SUPPLIER DESCRIPTION NET VAT GROSS 12 BRITISH GAS ELECTRICITY/PARISH OFFICE 46.88 2.34 49.22 DIRECT DEBIT 13 NPOWER GAS/PARISH OFFICE 58.10 2.90 61.00 DIRECT DEBIT 90 NPOWER STREET LIGHTING - POWER AUGUST 2318.98 463.79 2782.77 DIRECT DEBIT 59 WATER PLUS WATER/CEMETERY 5.30 0.00 5.30 DIRECT DEBIT 33 WATER PLUS WATER/PARISH OFFICE 20.85 0.00 20.85 DIRECT DEBIT 4 TALK TALK BROADBAND 15.00 3.00 18.00 DIRECT DEBIT 205 TALK TALK CALL COSTS 31.64 6.33 37.97 DIRECT DEBIT 31 TALK TALK LINE RENTAL 19.45 3.89 23.34 DIRECT DEBIT 31 VODAFONE PARISH COUNCIL MOBILE LINE RENTAL 8.00 1.60 9.60 DIRECT DEBIT 97/98 NEST PENSION (EMPLOYER: 99.61 / EMPLOYEE: 132.82 ) 232.43 0.00 232.43 DIRECT DEBIT 50 BIFFA REFUSE COLLECTION @ CEMETERY 99.36 19.87 119.23 DIRECT DEBIT 54 SWIFTWELL GROUNDS MAINTENANCE CONTRACT - CEMETERY 941.66 188.33 1129.99 Online payment 51 SWIFTWELL CEMETERY TOPPING GRAVES X16 800.00 160.00 960.00 Online payment 172 SWIFTWELL CLEANING OF WAR MEMORIAL 230.00 46.00 276.00 Online payment 15 A.K. HEATH HEATING AND PLUMBING ANNUAL BOILER SERVICE 62.50 12.50 75.00 Online payment 15 RECYCLE FOR LESS PAPER RECYCLING 0.00 Online payment 15 DIAMOND FIRE SIX MONTHLY FIRE ALARM MAINTENANCE 100.00 20.00 120.00 Online payment 15 DIAMOND FIRE REPLACEMENT BATTERIES 201.79 40.36 242.15 Online payment 105 BROMSGROVE DISTRICT COUNCIL LENGTHSMAN SERVICES OCTOBER 210.00 0.00 210.00 Online payment 27 AMAZON BUSINESS UPDATED SUPPLIES FOR FIRST AID BOX 9.39 1.88 11.27 Online payment 81 CITIZENS ADVICE GRANT APPROVED @ OCTOBER FULL COUNCIL 500.00 0.00 500.00 Online payment 191 SLCC CLERKS MEMBERSHIP 227.00 0.00 227.00 Online payment 102 SLCC BOOKS - CHARLES ARNOLD BAKER 12TH ED. AND CLERKS MANUAL 2019 173.50 1.40 174.90 Online payment
196 FAIRWAYS PREPARING AND SEEDING OF MEADOW VERGES 1979.11 395.82 2374.93 Online payment 84 GREEN AND BLUE BEE POSTS X5 (GRANT AWARDED FOR PURCHASE) 1902.25 380.45 2282.70 Online payment 195 MILLENNIUM QUEST CHRISTMAS LIGHTS @ GORSEY LOTTS 10394.74 2078.95 12473.69 Online payment 195 MILLENNIUM QUEST CHRISTMAS LIGHTS @ GORSEY LOTTS - ADDITIONAL FEE FOR CABLE 216.00 43.20 259.20 Online payment 116 REIMBURSEMENT (CLERK) POSTAGE & STATIONARY 30.11 0.00 30.11 Online payment 142 STAFFING NOVEMBER 958.11 0.00 958.11 Online payment 96 STAFFING NOVEMBER 1330.27 0.00 1330.27 Online payment 200 STAFFING (CEMETERY) NOVEMBER 368.03 0.00 368.03 Online payment 143 HMRC EMPLOYEES TAX 323.00 0.00 323.00 Online payment 137 HMRC EMPLOYEES NIC 208.40 0.00 208.40 Online payment 95 HMRC EMPLOYERS NIC 256.21 0.00 256.21 Online payment 16 CLOUDY IT MONTHLY SUBSCRIPTION AND 2X ANTI VIRUS SUBSCRIPTIONS 44.84 8.97 53.81 Online payment 30 ICCM MEMBERSHIP 2020-21 MEMBERSHIP TO 31.03.2020 24.00 0.00 24.00 Online payment 78/89 PRYSMIAN QUARTERLY FEE AND REPLACEMENT OR TRT @ BARKERS LANE 3905.11 781.02 4686.13 Online payment 27 VIKING DIRECT STATIONARY - A3 LAMINATING POUCHES AND TAPE 26.15 5.23 31.38 Online payment 27 VIKING DIRECT STATIONARY - GLOVES 1.67 0.33 2.00 Online payment 27 VIKING DIRECT STATIONARY - A3 LAMINATOR 46.47 9.29 55.76 Online payment 27 VIKING DIRECT STATIONARY - A3 PAPER 10.07 2.01 12.08 Online payment 17 HCB SOLICITORS 37 SILVER STREET LEASE 1290.00 255.00 1545.00 Online payment 197 ST PAULS MARKETING WEBSITE DEVELOPMENT 1325.00 0.00 1325.00 Online payment
Figure 1: 19 November 2020 approved payment schedule
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8.5. TRANSFER FROM THE CCLA ACCOUNT TO THE LLOYDS CURRENT ACCOUNT RESOLVED £35k would be transferred to cover the November and December payments.
8.6. BUDGET AND END OF MONTH ACCOUNTS RESOLVED to note and accept expenditure against the budget, to date, and the bank reconciliation at 31 October 2020 which detailed the financial position:
Cash: £ 3.30 Bank 1 – Current Account: £ 13,986.78 Bank 2 – CCLA General Funds: £230,070.50 Bank 3 – CCLA Earmarked Reserves: £112,092.00
Reconciliation Balance at 31.10.2020: £356,152.58
Reported receipts for the period 01.04.2020 – 11.11.2020: £229,383.63 Reported payments for the period 01.04.2020 – 11.11.2020: £143,481.92
8.7. REVISED COMMITTEE STRUCTURE Received a proposal detailing a revised committee structure. RESOLVED that the revised structure be approved, the new structure was:
Scrutiny Committee Meetings (scrutinises finance - spends against the budget, internal controls, health and safety, council risks and council services. Scrutinising against quality status as a benchmark.) a. To review and scrutinise the Councils Risk Register quarterly prior to presentation to full council for adoption b. To review and scrutinise the Councils internal controls and spot check financial records for internal assessment - a control in addition to an end of year internal audit an interim audit and an annual external audit c. Review recommendations of auditor have been implemented. d. Oversee the review of Council policies and ensure that regular annual review of Council Policies takes place and that the Council has in place all required policies. e. Budget review/monitoring - where the Council is with the annual budget ID movements needed and make recommendations. f. Annual Review of contracts i.e. Grass Contract, Lengthsman Contract g. Review and monitor annual maintenance plan. h. Quorum applies
6X MEETINGS TO TAKE PLACE IN EACH FINANCIAL YEAR
Working/Task and Finish Groups for projects bringing recommendations to Council. a. Set up for the development, form conception to completion, of individual projects and activities of the Council with recommendations for decision being taken to Full Council. b. Prepare tender documents for consideration by Full Council. c. Budget Setting Working Group - making a recommendation to full council
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d. Newsletter Working Group e. Emergency Plan Working Group f. These meetings would be informal, notes would be taken and presented to Council meetings for adoption however, meetings would not be open to the public. g. Councillors appointed to Working Group meetings at Full Council – notes of the meetings would be brought to Council for adoption keeping those Councillors not on the meeting update with activity and discussion. h. Recommendations of the Working Group meetings brought to Council for decision. i. Terms of Reference developed for Working Groups at the time the Council decides for a Group to be formed detailing the purpose and remit of the group. j. Groups are only active for the duration of the project or activity. k. Quorum applies
Neighbourhood Plan Steering Group.
Scheme of delegation to allow spending within budget areas, tolerances in place to prevent spend over an agreed amount, but to allow activity agreed within the budget setting to move forward promptly and efficiently. Authority to the Clerk to work within powers available in consultation with the Chair of the Council, Vice-Chair of the Council and the Chair of Committees, again with tolerances in place.
Monthly Planning Committee meetings with extraordinary meetings for contentious applications – meetings open to the public.
Regular meetings between the Clerk/Deputy and Chair of Committees – these were to aid compiling the agenda and go through the agenda in advance of meetings to provide updates useful to chairing the meeting - no discussion or decision on Council activity.
Quarterly Cemetery Committee meetings and Allotment Committee meetings merged together – meetings open to the public where confidential business was not being discussed.
Personnel Committee to meet 4x a year for staffing related items - with recommendations being made to Full Council – no decision-making powers and meetings are open to the public where confidential business was not being discussed.
Monthly full Council
Champion Councillors for certain areas i.e. finance, projects, health and safety/risk, council services. The champion Councillor would chair the Working Group/Task and Finish Groups under their remit.
Councillor SharePoint Site setting up of a SharePoint site which would hold documents Councillors could access to i.e policy documents, forms for interests and dispensations, standing order and financial regulation and also the updated reporting
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spreadsheets for the Lengthsman and reports made to WCC and the associated tracking information.
Councillors blog page an area of the Parish Council website where Councillors could publish 'success stories' items for publishing on the website could be sent to the office for review and publication.
RESOLVED that the new structure would commence from the next fiscal year, April 2021 and a review would take place after 12 months and again at 24 months.
8.8. WEBSITE ACCESSIBILITY STATEMENT Received an updated accessibility statement for the newly launched Parish Council website. RESOLVED that the accessibility statement be adopted and published.
8.9. 2021-22 BUDGET Reported that planning for the 2021-22 budget was underway. Councillors were asked to forward any suggestions or projects for the budget to the Clerk.
9. NOTES OF WORKING GROUP AND STEERING GROUP MEETINGS RESOLVED that the minutes of the Planning Committee meeting held on 9 November 2020 be received and approved as a correct and accurate record.
10. CHRISTMAS OFFICE HOURS RESOLVED that the Parish Council would close from 24 December 2020 and would reopen on Monday 4 January 2021. Agreed that the Christmas opening hours would be published on the website and noticeboards.
11. TO RECEIVE COMMENTS FROM PARISH COUNCILLORS Noted comments received from Councillors.
12. DATE OF NEXT MEETING Reported, the next meeting of the Parish Council was scheduled to take place on Thursday 21 January 2021 commencing at 19:30 hrs. via Zoom.
13. TO CONSIDER THE EXCLUSION OF THE PUBLIC AND PRESS In terms of schedule 12A, Local Government Act 1972, the following items were likely to disclose exempt information relating to the establishment and contractual matters and it was, therefore, recommended that pursuant to the provisions of the Public Bodies (Admissions to Meetings) Act 1960, the public and press be excluded.
14. WYTHALL PARISH ALLOTMENTS RESOLVED that Councillor Baxter would contact the Monitoring Officer at Bromsgrove District Council regarding the letter from the Allotment Association and request that a response be sent so that the Parish Council could move forward. MEETING CLOSED AT 21:10
Signed …………………………………………………………….. Chairperson
Date …………………………………………………………………