Draft Minutes

Withington Group Parish Council
Meeting Held on Thursday 21st June 2016
M I N U T E S

Present: Paul Bainbridge (PB), Alison Bainbridge (AB), Ralph Barber (RB), Martin Kirk (MK); Tom Nellist (TN), Kevin Hewison (KH), Steve Scotcher (SS) , John Baker (JB) , Ed Simcock (ES From 19.44)
Also: Sophie Glover (Clerk), 2 members of the public (who left at 19.50)
The Meeting opened at 7.30pm

10 minute period is set aside for any members of the public who wish to raise any issues with the Parish Council.
Mr and Mrs Clay were present and spoke about their planning application at Beechcroft. They explained that the barn was of heritage value and could not be knocked down. In order to restore it in a meaningful manner they decided to restore it into a holiday let along with two other barns to make a viable local business. They were asked if they had had any concerns voiced by neighbours – they are not aware of anybody who is unhappy with the application. The Chair asked about their septic system, checking that it had capacity for the new dwellings. He asked if the environment agency had agreed this? The Clays said it was not part of the consultation. The Chair also enquired about the possible planning on the other side of their neighbours, asking if they were aware of this application, the Clays said that they have worked to be sympathetic to her. They were also asked why the new builds were so close to their neighbours when they have a lot of other land; the response was that much of their land is prone to flooding.
The Fence behind the shop : it was ruled as being too high, but they were told to take the trellis down, they still have not done so.
Action: Clerk to ask Dave Greenow to look into this.

1. To accept Apologies for absence –
Bob Wood, Jim Callow, Rachel Leake, Simon Dent, Sue Rudd,
Action: Clerk to send card to BW wishing him well

Absent with out apologies: Jonathan Beech (JB)

2. To receive Declaration of Interests.
None

3.1 Report from Ward Councillor
Nothing had been sent for the meeting.

3.2 Report from local police
Nothing had been sent.

3.3 Report from Balfour Beatty
These come out weekly and cllrs can comment on them.

4. Acceptance of minutes of the Annual Parish Meetings (May 2018) and of the ordinary PC meeting (May 2018)

Annual:Proposed: PB Seconded: RB
PC: Proposed: AB Seconded: MK

They were duly accepted as a true record of the meeting.

5. Action points from previous meetings –
On agenda or addressed apart from:
-Bell Homes: addressed under planning.
-St Peters Church application for funding: also including the grass cutting there.
Outline of the position, where there was a question as to whether or not PC’s could fund work on Church land. KH had found alternative advice saying we could. There was a proposal that we continue to pay for this year and then see if clarification has been forthcoming.
There was a consideration that we could pay for this under ‘General Power of Competence’.
Action: Clerk to add GPC to the next agenda and circulate the GPC papers.

– Finance group: to meet to sign off accounts. This had been done.
– Duke St hedge trimming – this has been passed to Balfour Beatty to deal with, but nothing has been done so far. It was suggested that the PC should write a stiff letter to the land owner pointing out that it is their duty to keep the hedges in a safe state.
Action: Clerk to approach BB again to get this done;

6. Neighbourhood Plan

RB – Reg 14 has been started, Monday 18th June and finishes Monday 30th July. Posters were distributed for putting up around the parishes. It is also clearly on the web site.
There was a suggestion that we should have had copies available for people who do not have access to IT, these will be available through the clerk.
Action: All Cllrs to put up posters.

7. Withington Fields
Update from the Clerk: the field has been inspected by Wicksteed. We do need to consider that the rotating wooden cross bar obstacle (called ‘the Maypole’) may well need replacing next year due to wear on the cross bar. Also, the sliding mechanism on the zip wire needs to be replaced as the automatic ‘stop’ mechanism no longer works – cost is £1,650 Finally, do we want to move the obstacles from the far end of the field to the main play area?
Following a discussion, It was resolved to do so for the balancing bars, but the leap frog and step bars are just to be removed.
Action ; to go ahead and replace the zip wire, having discussed Wicksteeds culpability with the problem. Clerk to task the lengthsman with removing/replacing the fitness trail obstacles.

Litter: The Clerk was asked to find what the litter picker does and to price up bigger bins – it was resolved to put up to two extra bins on the field.
Action: Clerk to purchase 2 x bins and to get them sited in Withington Field.

Prop: Chair Seconded: KW

8. Withington Village Hall
There is painting to take place both in and outside the hall, this will happen in July.
BW is our Village Hall Rep and being off ill at the moment the Chair volunteered to cover for him in his absence at the July meeting.

9. Lengthsman and P3 Scheme
There is a new contract to sign if we want to remain in the P3 scheme – there is no longer funding for the lengthsman, but funds are available for the footpaths scheme.

It was resolved to sign the new contract.

Proposed: RB Seconded: AB

Action: Clerk to submit contract to BB

Jobs for the lengthsman: Bins to go in WF asap.

10. Foot paths officers reports
MK has been chasing up where to get suitable gates.
Footpath at the corner of Duke St across Rachel’s field: This has been completely cleared, he proposed that the land owner to be sent a letter asking if she was provided with a metal, self closing gate, would she be happy for it to be fitted: A second gate could ideally be fitted at the other end of the path. Seconded: KH.

Action: Clerk authorised to spend up to £500 on new gates and fitting them
Proposed ; KH Seconded: AB

11. The new General Data Protection Regulations:
These had been circulated, and the feedback from some cllrs was that the forms needed adjusting to work properly for Parish Councils who don’t have DPO’s.

Action: Clerk to approach HALC to get them to produce a new set of templates having removed DPO

12. To note contents of the information sheet, and take any comments from that.

No comments made.

13. Matters Financial.
Total
a. Balances Yorkshire – Reserve acct £ 9,281.60
HSBC Parish Acct £27,843.96
HSBC Withington Field Acct £ 5,268.27 £42,393.83
b. Cheques to be paid
Parish Acct:-
Paye £ 149.61
Clerks Salary £ 913.55
Clerks Expenses £ 69.44
Clerks Salary update £ 3.85
T Griffiths inv 0433 £ 338.40
T Griffiths inv 0434 £ 144.00
Data Orchard £ 718.68
Aubrey Oliver Internal Aud £ 60.00
Country Wide inv 5635 £ 136.80
Country Wide inv 10108 £ 157.20 £2,691.53
Internal transfer
Precept transfer to WF £5,000

Withington Field Acct:-
Shelly O’Sullivan £ 80.00
Wicksteed inspection VAT £ 14.20
Country Wide inv 5636 £ 156.00
Country Wide inv 10109 £ 234.00
T Griffiths inv 0435 £ 36.00
H’fordshire Council Bins £ 123.50 £ 643.70
Total cheques: £ 3,211.73

It was moved that all cheques should be paid.

Proposed: KH Seconded: AB
All in favour

c. Receipts: first payment of precept : £10,000
d. Application for Financial Aid, None
e. Audit
i. Approval of annual governance statement:
This was read to the meeting and was approved unanimously.
Moved from the Chair: Seconded; KH
ii. approval of 2017-18 Accounts
This was approved unanimously.
Moved from the Chair: Seconded: KH

Action: Clerk to submit Audit papers to PKF Littlejohn.

14. Planning including :
Bell Homes: The Chair had been in communication with Mike Jelf at Bell Homes about the land at the back of the houses by the copse. He confirmed the following answers to questions that the PC had asked at the last meeting: ie; that Bell would pay up to £6,500 for us looking after this land.
He verified that access to the strip would be available to the public. Action against residents putting gates in their rear fences: will be taken up by the management committee.

The Chair asked if the PC wanted to take over the land or leave it to the management company.

Following a discussion, it was resolved to leave it to the management company.

Proposed: SW Seconded : KH all were in favour of this.

Action: Chair to tell Bell Homes of this decision.

1173703 – Land Adjacent to the Pastures – Amendment
Has been approved.

182002 – Builth House, Eau Withington – Replacement windows
Improvement to existing property. PC to support the improvement.

182017 – Land at Beechcroft, Cross Keys – Barn Conversion for holiday lets
The PC had no objection to the application, please see the planning department web site for their full comment.

181150 – Reconsultation for Groves Field, Cross Keys
The PC had no further comment

182191 – Land at Lodge Farm – Proposed erection of polytunnels and infrastructure
The Clerk will contact Ocle Pychard PC clerk to support their objection. PB, AB and RB will be a working group on this application if necessary.

Action: Chair to supply comments to the clerk. Clerk to contact Herefordshire Council

KH and RB attended Planning Training with HALC last weekend, and found it to be very good.
Two learning points were offered to the meeting: planning applications should not be prejudged nor should they be supported by the planning officer before the consultation period has finished. It was identified that this had happened at the latest planning at the Minton.

Further information from the training concerned S106 monies, the pc needs to discuss and minute their intended spend for s106 – listing a whish list for the PC. It was suggested that the PC needs to have these in minute format so that all is clearly in the open.

Action: Clerk to put this on the next agenda.

RB fed back from the training: the suggestion that a cllr should be on the WF committee. He encouraged the PC to be more proactive.

The suggestion was also made that Planning should be moved up the agenda to item 5. The chair felt that the cllrs spoke more freely when the applicants were not present. It was resolved to leave it where it was, with the chairs prerogative to take it earlier if it seems fit.

15. Receive items for the next agenda (no discussion)
Preston Wynne’s salt box and putting the 30mph speed limit on C1118.
S106 – cllrs to send in wish list suggestions.

PC goes into ‘session’ – Due to the confidential nature of the business of this agenda item, under the Public Bodies (Admission to Meetings) Act 1960 (3) it is proposed to put forward a motion to exclude members of the public during discussion of this agenda item.

16. Clerks appraisal – approval of circulated appraisal and agreement to be sought for the payment of the incremental progression from 1.1.18 and NJCs pay award application to Clerks salary from 1.4.18
It was agreed that the Clerk would go up to SCP 23 to be back dated to January 2018, and the NALC pay increase was also approved.

The meeting closed at 10.00pm

Signed: _________________________ Date: _________________

Dates for future meetings:

20th Sept 7.30 pm start
15th  Nov 7.30 pm start
2019 17th Jan 7.30 pm start