TIBBERTON PARISH COUNCIL
MINUTES OF PARISH COUNCIL MEETING
THURSDAY 2nd MARCH 2023, 7.30PM
at TIBBERTON PARISH HALL
Council Members present: Cllr Margaret Rowley, Chairman, Cllr Michael Doolin, vice-Chairman, Cllr Chris Hartwright, Cllr Eve Holding, Cllr Mike Leci, Cllr Diana Nutting
Council Members absent: Cllr Rob Grimer
In attendance: 12 members of the public; Gill Lungley, Acting Clerk/Support Officer
- Chairman’s welcome. The Chairman welcomed all to this meeting.
- To receive and note apologies for absence. Apologies for absence had been received from Cllr Rob Grimer.
- Declarations of interest. In relation to agenda item 10c Cllr M Rowley, as a trustee to the Tibberton Community Land Trust (TCLT), declared the interest and left the meeting during discussion relating to the lease.
- Written requests for dispensation. No requests for dispensation had been received.
- Public forum. a. Members of the public were invited to put questions and comment to the council: New Village Hall. Concern voiced about the paintwork deterioration at the external entrance lobby to the new village hall. Additional questions related to the builders’ warranty and maintenance of the building. The Chairman responded to say the builder has been contacted to attend to the entrance lobby and that the council continues to maintain the building. Coronation celebration. Will the parish council provide funding for the village celebration in May. The event organisers have received a contribution from Worcester6 but there is still a shortfall. The group is intending to also join in with the Big Help Out initiative.
- Lengthsman work. Who supervises this? Footpath between Plough Road / Hawthorn Way. WCC adopted the road in July 2022, will the footpath also be adopted and maintained? New Village Hall. It is likely that there will be a loss situation for a while after the lease has been signed, will the management trust be supported financially by the parish council? The village is keen to see some movement forward on this matter. The Chairman responded to say all are keen to move forward.
- b. To receive the report of the County Councillor, Worcester County Council. No report received.
c. To receive the report of the District Councillor, Wychavon District Council (WDC). Report received from Cllr Margaret Rowley (who is both the ward member for the Bowbrook ward and a member of the parish council).
- There have been major staff changes in the planning department and concerns that the lack of a 5-year land supply is creating an increase in planning applications. However, government policy is providing new guidelines to reduce the importance of a 5-year land supply.
- In response to a question asking when the decision would be made regarding the application to build on land to the rear of the parish hall, the response was that it would be considered by WDC’s Planning Committee only upon receipt of all the required information. It was recognised this is an unsatisfactory situation.
d. To receive the report from the local Police Officer. The priorities list had been completed based on members’ responses and promptly returned to the policing team after the last meeting.
6. To approve the draft minutes of the council meetings held 02/02/2023 & 09/02/2023. AGREED The minutes of the meetings held 02/02/2023 and 09/02/2023 were agreed a true record and were signed by the Chairman.
7. Planning. No consultations had been received during the month since the last meeting.
8. Finance. a)To note the latest bank reconciliation. Noted, see end of report. b)To approve the payments schedule, printed at end of report.AGREED to approve the schedule of payments by online banking. The payment schedule was signed by three bank signatories. c) To note the budget comparison to 21/02/2023. It was noted the budget analysis had been considered at the meeting of the Finance Committee immediately prior to this meeting.
- Committees ATo receive feedback from the Finance Committee which had met immediately prior to the start of this meeting. The Finance Committee Chairman, Cllr D Nutting, summarised the main points of that meeting including –
- Business continuity. Considering the council’s procedure in the event of none of the current members being re-elected on 4th May. It would be put to the next council meeting to agree to allow current bank signatories to continue to authorise payments (but not originally approve them) until the new councillors have been added to the bank mandate.
- Independent review of accounts. This is to be discussed by the council in the absence of members of the public.
- Update to annual internal audit process. The annual process was noted and the internal auditor would be undertaking an initial review mid-March.
- Financial Risk Assessment and Internal Controls Policy. Both documents were reviewed in detail and the exercise would be completed next month along with the monthly bookkeeping review.
B. To note updates from the Human Resources Committee. The HR Committee Chairman, Cllr M Doolan, summarised the main points of the meeting held 23/02/2023 that included agreeing the processes for appointing a new clerk, the key questions to ask, the appropriate salary level and the relevant dates. Now awaiting receipt of applications (closing date 31/03/2023).
- Tibberton Village Hall (New)
- To receive quotations for the landscaping contract and agree next steps. Three quotations had been received and summary information relating to contractors A, B and C was circulated to members. AGREED to appoint contractor C subject to acceptable reviews and quality of work. If this proves unacceptable, then to ask contractor A for more information.
- To receive an update on arrangements for maintenance work which is required before leasing the Hall.
- The heating system has been maintained.
- Fire fighting equipment has received annual maintenance.
- Alarm systems are to be checked / annual maintenance.
- Windows and gutters are to receive annual maintenance.
- The paintwork problem by the front door is to be pursued with the builder.
3. To note progress with the lease. Cllr M Rowley left the meeting. Cllr M Doolin took the chair. Members had received advice that it was important to maintain the separate identities of landlord (the parish council) and tenant (Tibberton community land trust), and that the TCLT would need to be independently legally represented when agreeing the lease. However, TCLT’s funds were limited as they had not yet started trading as a village hall. AGREED to support the tenant’s legal fees up to £1,000. Cllr M Rowley returned to the meeting and the chair.
- New items for decision. A. To consider and agree proposals to celebrate the Kings Coronation 06/05/2023, to include: Partnership arrangements with Tibberton Events Group. The group will provide a list of events; the budget is £6,800 with some funding already received via Worcester6 businesses. AGREED to provide funding of £500 towards the Tibberton Coronation event. B Bid for WDC funding support. Wychavon District Council had yet to provide information about funding support, but when they do the parish council will apply for it. C Application for road closure. Cllr M Rowley undertook to apply for the road closure, having had previous experience of doing so.
c. To consider and agree the dates of: A. The Annual Parish Meeting. AGREED to hold this meeting on Tuesday 23rd May 2023, 7.30pm. B. The Annual Parish Council Meeting. AGREED to hold this meeting on Tuesday 16th May 2023, 7.30pm.
12. To receive the reports of Councillors and Clerk’s update
|a)||Neighbourhood Watch (NW): Cllr M Leci
Currently quiet. About 80 households have signed up and there is a village NW WhatsApp group. Posters and stickers have been requested for windows and it is hoped to meet with police and district co-ordinators. Workshops are available and the police will be checking drivers’ vision.
|b)||Community Speed Watch (CSW): Cllr M Rowley
1,812 vehicles have been clocked over 8 sessions; the fastest vehicle was travelling at 44mph and 2.2% of all vehicles were exceeding the speed limit.
The Police and Crime Commissioner is supporting the use of model policemen / children to be positioned on the roadside outside schools.
A speed-measuring cable had been spotted across Plough Road, thought to have been placed under the supervision of the county council.
|c)||County Association of Local Councils (WorcsCALC): Cllr M Rowley
The Wychavon area committee had met on 01/03/2023 which included a presentation on ‘grants’. Grants are available including government funding for various developments; money is ready for converting the parish hall to a hub.
|d)||Telephone Kiosk Working Group (TKWG): Cllr D Nutting
The box is ready to be painted inside. Second thoughts about using it to host the map of village houses due to proximity to passing traffic; outside the parish hall may be more suitable. The kiosk will have new shelving for books.
|e)||White Gates: (Acting Clerk)
No notification of delivery date yet; this will be followed up.
|f)||Public Rights of Way: Cllr Grimer
|g)||Lengthsman: Acting Clerk
The Acting Clerk and Chairman had met with the Lengthsman, regarding the fee increase and it had been agreed by all to advertise the position.
AGREED to issue tender documents for the role of Parish Lengthsman.
Matters reported to highways included:
i. Verge markers destroyed in Plough lane, for which a work order has been raised.
ii. Overgrown hedge, Plough Road (opposite Old Park), for which WCC had said there is no safety issue but they will continue to monitor. Council members agreed it would be helpful to write to the owner of the hedge for action to be taken.
Additional concerns were raised in this meeting concerning newly planted trees on the Pershore Lane that have died; the Clerk was asked to notify WCC.
|h)||Additional general updates not covered elsewhere: Acting Clerk.
– Responses to questions asked by members of the public, are appended at pages 24 – 26.
– Severn Trent response to TPC request for information on the sewage leak; the Tibberton pumping station manager has offered to attend the next council meeting. Members were keen to accept the offer.
Items of correspondence
– 20’s Plenty campaign to reduce traffic speeds (meeting being held 02/03/2023, 7pm). More information would be requested.
– WorcsCALC update 23-02 circulated to council members.
– Response from WDC regarding non-payment of CIL to self-build development, Church Lane.
– Worcestershire has its very own Film Office, to promote Worcestershire as a film-friendly destination ‘helping to generate revenue from the film industry and increase screen tourism across the region’.
– New poster outlining MP Nigel Huddleston’s contact details is to be published soon.
– Coronation Mugs available from The Mugworks, Whitbourne. It was suggested more information is obtained with a view to funding something to commemorate the coronation.
- Members matters and items for inclusion on the next or future agenda. None at this time.
- To resolve to close the meeting to the public to allow for discussion of matters that may be prejudicial to the public interest if discussed in public. Public Bodies (Admission to Meetings) Act 1960, s1(2). It was resolved to close the meeting to the public and the members of the public left the meeting.
- To receive the report on the independent review of the council’s accounts for the last five full financial years, which includes the summary statement: “In my opinion proper and complete records have generally been kept”. The report would be considered in more detail at the next Finance Committee meeting as well as being forwarded to the Internal Auditor. In the meantime, quotes would be sought from providers of payroll services and sector-specific finance software.
- Date of Next Meeting. The next ordinary meeting of Tibberton Parish Council will be held on Tuesday 4th April 2023 at 7:30pm in Tibberton Parish Hall. It was additionally noted the HR Committee would be meeting at 5.30pm and the Finance Committee would be meeting at 6.30pm on the same day.
This meeting ended at 9.30pm.
Signed as a true record of the meeting by the Chairman.
Minute no. 8a: most recent bank reconciliation.
|TPC Bank Reconciliation to 21/02/2023|
|Opening bank balances 01/04/2022||£67,148.39||+|
|Add receipts for year to date||£39,651.35||+|
|Less payments for year to date||£42,073.46||–|
|Cashbook balance as at 21/02/2023||(A)||£64,726.28|
|Bank balances as at 21/02/2023|
|Unity Trust Bank||+£58,458.92|
|Cambridge Building Society||+£6,267.36|
|Total held in bank, as at 21/02/2023||(B)||£64,726.28|
|Reconciliation balance should be nil. A-B = £0.00 = balance.|