56 Meeting of the Parish Council Held at 7

Meeting of the Parish Council held at 7:00PM on Monday 20th January 2020 at Wychbold Village Hall, School Road, Wychbold, WR9 7PU

Parish Council members as at 20/01/2020: Maureen Addy, Norma Edge, Alyson Keane, Nora O’Leary, Jackie Walton, Doug Webb, Sue Howarth + 6 vacancies

Minutes

Present: Councillors Alyson Keane (Chairman) Doug Webb (Vice Chairman) Maureen Addy Norma Edge Nora O’Leary Jackie Walton.

In attendance: Clerk: Carole Hirst, Lengthsman: David Miles 2 members of the public

229 Apologies for absence Cllr. Sue Howarth, District Councillor Laurence Smith, WCC County Councillor Peter Tomlinson

230 Declarations of interest Cllr Maureen Addy declared a Disclosable Pecuniary Interest in agenda Item 8(a), minute no. 236 (a) as wife of the Council’s handyman. Having previously been granted a dispensation to May 2023 to be allowed to stay in the meeting when this matter is discussed, Cllr Addy did not vote on this item or sign the cheque. Cllr. Alyson Keane declared a Disclosable Pecuniary Interest in Agenda Item 8(a), Minute no. 236 (a) as the recipient of cheque 102424 as re-imbursement for paying the hire of Aztec Centre for Clerk interviews.

231 Dispensations None requested

232 Welcome and introduction of the new Parish Clerk and Responsible Finance Officer- Carole Hirst. Cllr. Keane introduced the new Clerk, Carole Hirst and welcomed her to the Parish Council. 233 Open session The meeting was adjourned for the open session and the following reports/updates were noted. a) Wychavon District Councillor Although not present, Laurence Smith provided an update referring to: - The various Committees and Panels that he had served on during the period since the last meeting; - Dealings within the Parish with local complaints and issues;

- Recent Local Incidents; Power cut on 6th January 2020 and a couple of carjacking attempts.

b) Worcestershire County Councillor Although not present, Peter Tomlinson provided an update referring to: - The One Worcestershire initiative to raise the profile of the county as the place to live, work and set up business. - Children and Families – Monitoring visits made by the Department for Education and NHS England. Operation Encompass, operating in partnership with West Mercia Police, Worcestershire Children’s First and schools.

c) Police No representative was present, although a report was provided with 6 incidents recorded. Councillors noted the update report. d) Lengthsman Role and update The Lengthsman was in attendance and gave an overview and update of his work within the Parish. The Clerk asked if any Councillor would take on the role of Lengthsman Liaison to be a conduit between Lengthsman and the Parish Council. Cllr. O’Leary agreed to take on this role. The Clerk agreed to circulate a copy of the Lengthsman’s duties and responsibilities as laid down by the WCC Lengthsman Scheme for information.

e) Public participation A member of the public reported generally that the parish was littered with contractor rubbish from the extensive roadworks carried out including sandbags discarded and rotting and damaged signage. The main location being Amphlett Way and within 70 metres of the two M5 roundabouts. The Clerk agreed to contact WCC Highways to ask that they undertake a site visit and instruct the contractors to clear away all rubbish and act in a responsible fashion. 234 Minutes Cllr. Keane Proposed that the Minutes from the Parish Council meeting on the 4th November 2019 be adopted as a true record of the meeting with additional notes supplied by Cllr. Howarth attached to the back of them. Cllr. Walton Seconded. All in favour. Cllr. Keane Proposed that the Minutes from the Parish Council on the 2nd December 2019 be adopted as a true record of the meeting. Cllr. O’Leary Seconded. All in favour.

235 Planning The following planning application was considered:

(a) 19/02566/HP- Deers Leap Barn, Rashwood Farm Lane, Rashwood, Droitwich Spa, WR9 0BW- Proposed extension to the north elevation to remove boiler from kitchen and provide separate utility room. Remove internal partition wall and insert pair of french doors. Approved 7/1/20 (b) 19/02301/HP- The Field House, Rashwood Farm Lane, Rashwood, Droitwich Spa, WR9 0BS- Erection of Stable Block for Shelter, Safety and Welfare of Rare Breed Horses- Approved 10/12/19

(d) 19/02606/ADV- Mcdonalds Restaurant, Worcester Road, Wychbold, Droitwich Spa, WR9 7PA- Installation of 5 No. new digital freestanding signs and 1 no. 15" digital booth screen. Approved 20th January 2020.

236 Finance a) It was Proposed by Cllr. O’Leary and Seconded by Cllr. Edge that the invoices listed below be agreed and settled noting that GCB Falconry was a re-issued cheque (original cheque cancelled). Cllrs. Addy and Keane declared a Disclosable Pecuniary Interest. All remaining Councillors voted in favour. Cheque PAYEE Reason for expense amount no. David Miles Lengthsman Oct 19 £ 180.00 102423 David Miles Lengthsman Nov 19 £ 180.00 102423 David Miles Lengthsman Dec 19 £ 180.00 102423 GCB Falconry and Pest Sol. Mole Control £ 290.00 102422 Hire of Aztec Centre Alyson Keane reimburse 12/12/19 £ 75.00 102432 Broad St DIY Bromsgrove Downpipe £ 11.22 102425 Dodderhill Parish Gill Lungley admin support £ 93.30 102426 Training Cllr. Howarth Worcestershire CALC (dated July unpaid) £ 30.00 102427 Handyman to R. Addy 27/12/19 £ 85.00 102428

R. Addy Handyman to 20/1/20 £ 85.00 102428 Carole Hirst Clerk Salary Jan 2020 £ 1,057.99 102429 Carole Hirst Clerk Expenses January £ 39.96 102429 HMRC Clerk Tax Jan 2020 £ 370.77 102430 Handover meeting and Nick FARRESS expenses £ 52.30 102431 Total £2,730.54

b) Members approved the January 2020 monthly budget monitoring report and it was signed by the Chairman. c) The monthly bank reconciliation report was approved showing a bank balance of £54,863.33 and it was signed by the Chairman. d) The 2020/2021 Budget and Precept The Budget and Precept for 2020/21 was discussed by Councillors. Cllr. O’Leary Proposed that the Budget and Precept for 2020/21 be approved. Cllr. Walton Seconded. All in favour. e) New website design and Construction. The Parish Council obtained 3 quotes for website design and construction. Cllr. Webb Proposed and Cllr. Keane Seconded that the Parish Council approve to create a new website with “Parish Council Websites”. All in favour. The Clerk agreed to contact Parish Council Websites to begin work. f) Wychbold Village Hall structural repairs. Wychbold Village Hall structural repairs have been urgently reported and noted namely structural repairs to the back storeroom and floors cracking. (The insurance currently stands with Dodderhill Parish Council). It was agreed that now would be a

good time to get this looked at whilst the Parish Council were managing the Village Hall. Cllr. Keane Proposed that the Insurance Company be contacted to notify them of this and that 3 quotes be obtained for the work. Cllr. Walton Seconded. All in favour. g) Changes to Standing Orders to facilitate the Parish Council moving to on-line banking. The Parish Council are looking to move to on-line banking with the bank. In order to do this the bank requires that the Parish Council amends it Standing Orders to grant delegated powers to the Clerk and Responsible Finance Officer for the proper administration of the Council’s affairs. To this end for the Business Internet Banking Application- a clause for the power of delegation to one person is to be created – To this end- under Section 16b of the Standing Orders 2019/20 shall read “The responsible financial officer (RFO) under the direction of the council shall be delegated wholly the responsibility for the proper administration of the council’s financial affairs.” Section 17c shall read: “All accounting procedures and financial records of the council shall be determined by the RFO as required by the Accounts and Audit Regulations 1996.” Cllr. Edge Proposed and Cllr. O’Leary Seconded that the Parish Council approves to move to set up internet banking and the above statements in the Parish Councils Standing Orders be amended, adopted and approved. All in favour. h) Internal Auditor 2019/20. Cllr. Edge Proposed and Cllr. Walton Seconded that the Parish Council approve the quotation received from D. M. Payroll Services Ltd as Internal Auditor for 2019/20 at a cost of £125.00 for the year. Showing a saving of £125 on previous years. i) The Village Hall income and expenditure and banking arrangements. The Parish Council discussed how the Village Hall finances should be managed whilst the Village Hall was being managed by the Parish Council. The Clerk had taken advice from the legal representative at the meeting who reported that it was fine to receive Village Hall income requesting cheques to be made payable to Dodderhill Parish Council and instructed that a separate account of all income and expenditure be kept. All Invoices should also be made out to Dodderhill Parish Council and that only invoices made out to the Parish Council could be paid by the Parish Council. Cllr. Walton Proposed that all income received for Village Hall hire either by cheque or BACS be payable to Dodderhill Parish Council and be accounted separately in the Parish Council accounts and that all expenditure be made out to Dodderhill Parish Council and be separately accounted for within the Parish Council accounts. Seconded by Cllr. O’Leary. All in favour. A further Proposal was made by Cllr. Walton that the Parish Council make available, should it be required, a budget of £1,000 in the short term to assist the transition of management. This would be fully repayable. Seconded by Cllr. O’Leary. All in favour. j) Proposal to appoint a Solicitor to document the ownership and legal standing of the Village Hall. After discussions on a way forward to resolving issues regarding the legal standing and ownership of Wychbold Village Hall it was Proposed by Cllr. Keane that the Parish Council suspend Standing Orders to appoint Douglas Godwin of Q.S. Parkinson Wright.

This Proposal was superseded with a Proposal from Cllr. O’Leary that the Clerk with the Chairman seek to get 3 quotes from reputable local solicitors specialising in this field and local government that would document ownership and legal standing of the Village Hall. Seconded by Cllr. Edge. Those in favour of the proposal were Cllr. Edge, Cllr. O’Leary, Cllr. Webb, Cllr. Addy. Cllr. Keane against.

Cllr. O’Leary further Proposed that on receipt of quotes the Clerk be delegated Power over Finance to appoint a solicitor. Seconded by Cllr. Edge. All in favour.

237 To consider and adopt: a. The Parish Councillors were forwarded a copy of the amended Code of Conduct from Wychavon District Council endorsed by Worcestershire Calc for formal adoption. Cllr. Edge Proposed and Cllr Webb Seconded that the policy be adopted. All in favour. b. To consider and adopt revised Standing Orders to incorporate online banking. The Clerk read out the necessary changes required and circulated an updated copy of the Standing Orders for Councillors to consider. Cllr. Edge Proposed and Cllr. O’Leary Seconded that the Standing Orders be revised to incorporate the necessary clauses. (SEE Minute reference 236 g above. 238 Correspondence. a) Local Resident Report via Website- Local youths have recently been meeting on the grass area between Richardson Close and Centurian Woods. A lot of rubbish has been dumped including wooden pallets following them vacating. An update received states that Wychavon District Council has now collected this rubbish. b) M5- Climate Change and air pollution complaint from resident- Received on 15th November 19. Councillors asked the Clerk to write to the resident requesting that they attend the next meeting in March to discuss this item and that this item be placed on the March agenda. c) WCC- 13/1/20- Proposed Temporary Road Closure Order: to close that part of U12346 Churchfields from its junction with U12352 Broad Street for a distance of 135 metres in a southerly direction. Maximum duration: 18 Months; Anticipated duration: 55 days. Commencing: 12 February 2020- Noted.

239 Dates for future Parish Council meetings throughout 2020 and 2021. A list of proposed dates was circulated for Councillor information. Cllr. Keane Proposed and Cllr. O’Leary Seconded that the proposed dates be approved.

240 Communication a) discuss the Council’s communication methods and general communications strategy.

241 Councillors’ reports and items for the next agenda Members would like the following to be considered next time: • Wychbold Village Hall – potholes • New Litterbin request- Play area- next to the tables. • Co-option Policy and Procedure – Clerk to seek advice regarding whether any changes can be made to the procedure whilst there are applicants for co-option in the pipeline.

The meeting closed at 21:35 Date of Next Meeting 2nd March 2020 at 7.30pm

Signed as a true record:

Cllr. Alyson Keane: 2nd March 2020 ______Chairman Date