Minutes 24 May 2018 Annual Council Meeting

Annual Meeting of the Parish Council at 8:00PM on Thursday 24th May 2018 in Abbots Morton Village Hall

Present: Nick Humphries (Chairman), Clive Holt, Will Hill, Karen Brighton (from 8:10PM)
In attendance: David Hunter-Miller (Clerk), David Wilkinson (District Councillor), Anthony Hopkins (County Councillor), members of the public

1. Election of a Chairman and signing the Declaration of Acceptance of Office
Nick Humphries were unanimously elected as Chairman and signed the Declaration of Acceptance of Office.

2. Election of a Vice-Chairman
It was agreed to defer the election of a Vice-Chairman until the next meeting.

3. Co-option
An application had been received from Karen Brighton, who was co-opted onto the council and joined the meeting from 8:10PM.

4. Apologies for absence
Apologies were received from Richard Whitlow.

5. Declarations of interest
Nil declared.

6. Dispensations
Nil received.

7. To consider and adopt the minutes from the Parish Council meeting on the 22nd March 2018
The minutes were agreed as a true record and were signed by the Chairman.

8. Progress reports
No matters arising.

9. Open Session

The meeting was adjourned for the open session.

1. To receive a report from the District Councillors
David Wilkinson passed on the apologies of Audrey Steel (District Councillor) and provided a report as follows.

The District Council were in a good position financially and had been able to keep council tax rises to a minimum. The Council had a five year housing supply putting them in a good position moving forward.

In a recent survey Wychavon was in the top ten best places to live in the UK.

Fly tipping had been raised at the last meeting. It was confirmed that there had not been an increasing trend of fly tipping across the district and there had not been an increase in charges for commercial waste. It was therefore assumed that the increasing levels of fly tipping identified locally were an anomaly and not part of a wider trend. It was confirmed that fly tipping on the highway verge would be disposed of without cost to the Parish Council or residents.

Permitting at household waste sites was queried as it seemed onerous to have to apply for new permits when they expired.

2. To receive a report from the County Councillor
Anthony Hopkins provided a report on the activities of the County Council.

There were changes to the Lengthsman scheme that had resulted in Lengthsman not being able to undertake gully maintenance. It was agreed that a complaint would be registered with the County Council as this was considered an invaluable part of the Lengthsman’s remit.

There were a number of road improvement works going on throughout the division. Gooms Hill had recently been patched and surfaced dressed.

A copy of the Definitive Map for rights of way was requested.

3. To receive a report from the Police
The Police were unfortunately not able to attend but they reported that there had been no incidents in the area since the last Parish Council meeting.

4. To receive a report from the Village Hall Committee
The annual report of the Village Hall Committee was provided at the Annual Parish Meeting held at 7:00PM on the 24th May 2018.

5. To receive a report from the Parish Paths Warden
A query was raised regarding the number of stiles in the village that made dog walking very difficult. It was agreed to ask the Footpaths Officer to review the stiles used on rights of way with a view to upgrading to allow better access for dog walkers. Anthony Hopkins confirmed that funding was available to landowners to allow them to covert stiles to gates.

6. Public participation (10 minutes)
No questions were received.

The meeting resumed following the open session.

10. Planning

1. 18/00725/FUL – Land to North of Rough Hill, Low Road, Church Lench. Proposed excavation of pond and carrying out of earth modelling together with new woodland and other planting.
It was agreed to object to the application as it is felt that the proposed landscaping and excavation of a pond on the side of a hill would appear unnatural and incongruous with the landscape. However, there would be no objection to the sympathetic extension of the woodland using a variety of native tree species. The Parish Council were in full agreement with the comments submitted by the Landscape Officer.

11. Parish matters for discussion/decision

1. C2012 Abberton Lane, Abberton
The proposed temporary closure order was noted.

2. General Data Protection Regulation
It was agreed that a Data Protection Officer would not be appointed and the relevant policy procedures would be revised accordingly.

3. Lengthsman

1. To consider participation in Worcestershire County Council’s Lengthsman Scheme 2018/19
It was agreed to sign up to the Lengthsman Scheme 2018/19 but it would be requested that the Lengthsman should be able to undertake gully maintenance.

2. To consider the work schedule for the month ahead
It was agreed to ask the Lengthsman to undertake hedge cutting at a location in the village.

4. Community Transport
The volunteer hospital transport scheme was noted.

12. Annual business as per Standing Orders

1. Balances and Reserves Policy
2. Clerk, Parish, Councillor Protocol
3. Code of Conduct
4. Complaints Procedure
5. Disciplinary Procedure
6. Financial Regulations
7. FOI Act
8. FOI Guide
9. GDPR Data Privacy Policy
10. GDPR Data Protection Policy
11. GDPR Data Security Incident Procedure
12. GDPR Subject Access
13. Grievance Procedure
14. Protocol for Planning Site Visits
15. Publication Scheme
16. Retention Policy (updated)
17. Standing Orders (NALC’s 2018 revised model)
18. Data Audit
19. Insurance cover
20. Inventory of Assets
21. Risk Schedule
The above policies and procedures were updated and approved.

13. Finance

1. Clerk’s salary and expenses – £383.17
2. HMRC (PAYE) – £81.60
3. Allen Farnsworth (Lengthsman) – £210.00
4. Came and Company (insurance) – £218.00
5. Worcestershire CALC (subscription) – £97.14
The above payments were agreed and cheques duly signed.

6. To approve forms to remove signatories from the bank mandate
Forms were approved and signed to remove a redundant signatory from the bank mandate.

7. To consider and approve the year end accounts
The end of year accounts and bank reconciliation were approved and were signed by the Chairman.

14. Councillors’ reports and items for the next agenda
The following items were agreed for the next agenda:
• Nuisance dog issues
• Footpaths (dog access) – invite Footpaths Officer
• Additional defibrillator training
• Neighbourhood Watch appointment
• Tree Warden appointment

15. Date of the next meeting
It was agreed to hold an extraordinary meeting on Monday 25th June 2018.

The next scheduled meeting would be at 8PM on Thursday 26th July 2018.

16. Employment matters

A resolution was passed to exclude members of the public due to the confidential nature of this item.

The NJC 2018-2019 National Salary Award was considered and approved.

The Clerk’s working hours were considered and an increase to 4.25 hours per week was approved.