Withington Group Parish Council
Parish Council meetings are usually at Withington Village Hall
WITHINGTON – ANNUAL MEETING
Wednesday 8th May 2024 7.00pm start
Minutes
Councillors Present: Kevin Hewison, Jonathan Beech, Ingrid Heatley, Tom Nellist, Hilary Holden, Howard Mansell, , Barclay Rogers, Kevin Powders, Paul Andrews.
Apologies: John Bennetts is still on sabbatical until the July meeting.
1. Minutes of Meeting held on Thursday 18th May 2023 – confirmed at July Meeting.
2. Introduction of all cllrs from the three parishes. (Deferred to start of May PC meeting)
3. Any other business – None raised.
Meeting finished: 7.04pm
PRESTON WYNNE – ANNUAL MEETING
Wednesday 8th May 2024 7.05pm start
Minutes
Councillors Present: Bob Rudd
Apologies: Susan Rudd
The meeting was not quorate, so was deferred.
1. Minutes of Meeting held on Thursday 18th May 2023 – confirmed at July Meeting.
2. Any other business
Meeting finished at 7.06pm
WESTHIDE – ANNUAL MEETING
Wednesday 8th May 2024 7.08pm start
Minutes
Councillors Present: Judith Howe, Ralph Barber
Apologies: None
1. Minutes of Meeting held on Thursday 18th May 2024 – confirmed at July meeting.
2. Any other business
Meeting finished at 7.10pm
Signed Chairman: Dated:
Withington Group Parish Council Annual Meeting
(Minutes of last Annual Meeting were approved July 2023)
Wednesday 8th May 2024
MINUTES
Present: In the Chair: Kevin Hewison (KH); Paul Andrews (PA); Hilary Holden (HH); Kevin Powder (KP); Ingrid Heatly (IH); Barclay Rogers (BR); Howard Mansell (HM); Tom Nellist (TN); Bob Rudd (BR); Simon Dent (SD); Judith Howe (JH); Ralph Barber (RB)
Also: Sophie Glover (Clerk), Steve Scotcher – prospective councillor. Cllr Ivan Powell – Ward Councillor. (from 7.15pm)
Apologies: Jonathan Beech (JB); Sue Rudd (SR);
1. Election of officers (Chairman, Vice Chairman)
Chairman: Kevin Hewison Proposed: PA
Seconded: BR
Vicechair: Paul Andrews Proposed: TN
Seconded: BR
Action: relevant papers to be signed.
2. Chairman’s Annual Report
Chairman’s Annual Report 2023 – 24
Copy at end of these minutes.
3.Appointment of members to Committees, working groups etc
– Representative on Village Hall committee: It was resolved that HM and KH will remain as Councillor links to this committee. All were in favour.
– Finance working group: It was resolved that this group would meet at least twice a year, once before the precept setting meeting and once before the audit meeting. It was resolved that the cheque signatories would form this committee, so this is KH and IH nominated from Withington with JH and RB from Westhide. Moved to put PA on as a signatory and thus to join this committee. This was agreed by all cllrs present.
– Withington Field: It was resolved for the Clerk to continue in this role, agreed unanimously. The current cllrs HM, KP, IH and JBe when he returns to the WGPC, it was resolved that they would remain on the working group.
– A4103: KH is the only remaining cllr on this working group. It was resolved that PA would also join this group.
– School access and village speed control: It was resolved that IH, HM and JBe, when he returns to the WGPC, with Ward Cllr in occasional attendance would remain on this committee.
Action: Clerk to add PA as a signatory.
4. Review of Footpath Officer, Internal Auditor, Tree Warden etc
Footpath officers:-
KP will to cover Westhide as well as Withington.
Bob Rudd will represent for Preston Wynne.
Internal Auditor: Cole and Co
Tree Warden: Kevin Powders
5. Review of insurance policies
Renewal was in January. It was resolved to remain with Zurich insurance for the next 12 months.
6. Review of subscriptions – Tree Warden, Hereford and Gloucester Canal Trust, HALC, SLCC.
Hereford and Gloucester Canal: £25 per annum.
HALC: Fees are set by HALC.
Tree Warden: £30 per annum.
Agreed to all Proposed: KH Seconded; JH
7. To remind Councillors to update their Notice of Registrable Interests – done.
8. Remind Councillors that they have all signed up to the Code of Conduct – Previously circulated.- done.
Ordinary Parish Council Business:
9. To commence with a period of up to 10 minutes to enable the public to address the Parish Council, for no more than 3 minutes per person. Nothing raised.
10. Co-option of Westhide Councillor.
Following a properly advertised vacancy for the position of Parish Councillor for Westhide, there had been no applicants. The WGPC were therefore advised that they could co-opt a Councillor for the Parish. Steven Scotcher was proposed for co-option, having previously been a WGPC councillor some years previously.
Proposed: KH Seconded: SD
It was resolved that he join the WGPC.
Action: clerk to submit the necessary paperwork.
11. To accept Apologies for absence: Sue Rudd and Jonathan Beech
12. To receive Declaration of Interests. None raised.
13. Open discussion/public forum including
13.1 Report from Ward Councillor – Cllr Ivan Powell
IP has spent some time looking at tasks raised by residents. At the Old Post Office, RB is awaiting the lengthsman to contact him to arrange when he can come back to Westhide.
The Duke St flooding problem is also being looked at by the locality steward.
The hedge on Withies Rd has been cut back, but the feeling is that it is not good enough, IP will keep pushing to get it cut back further.
There has been a public announcement about Balfour Beatty losing the contract for work with the Council.
KH thanked IP for his assistance in getting the PCC grant for the speed camera.
A resident has raised an issue about kids on the roofs of the garages off Withies Rd – it was felt by the PCSO that there wasn’t a key problem there, but they will keep an eye on it.
Action points for the Ward Councillor:-
To keep pushing for resolutions on the following: Duke St, Old Post Office and Withies Rd
13.2 Report from local police – nothing submitted.
13.3 Report from Balfour Beatty – come out regularly.
14. Acceptance of minutes of the Parish Council meeting (08.03.24)
The minutes were agreed to be an accurate representation of the meeting.
Proposed: PA Seconded: JH
Action points from previous meetings:
– Drainage on Withies Rd – the Ward Councillor is looking further into this.
– Bags for recycling pill packets: to be put at St Michaels Hospice. PA has costed a bag at £39. It was suggested that we talk to Bartestree PC to see if they would like to do this with us and split the cost. Clerk to contact their clerk.
– Sandbags: cost of 36p each, and a ton of sand. Tim Hinton in Westhide, with BR and SD all offering storage for pallets of sand. To be actioned by September.
– Buses were asked to be moved to July meeting to be taken up by HH.
15. Withington Fields: Including discussion on Bartestree Football Club
S106: we have been allocated £14,000 to renew the fencing around the field. Terry Griffiths has been awarded the contract to do this (4 other companies were approached, only one other gave a quote, but TG gave the stronger representation). He has to meet with Andrew Houston of the S106 team to get the job authorised and then the work will start. The aim is to get it completed before the summer holidays start.
Bartestree FC: The BFC have written to WGPC to say that the football pitch is not of good enough quality to use. Unless we can get the surface sorted out, moles removed and mower repaired or replaced they will no longer subcontract it from us. However, if we are able to address these issues they will happily sign up again to use the pitch from September. It was proposed to spend the money from WFC to put the pitch back in working order.
Proposed: KH seconded: RB All cllrs were in favour.
It was then resolved to engage the groundsman proposed by the football club to come and undertake the work that they had quoted for to put it all right. Clerk to engage a mole catcher to start to address the holes that are now on the playing area.
16. Working Parties:–
i. A4103 Grant has been received, SID has yet to be ordered as we need to get it mounted soon after it arrives. The base for this needs to be commissioned by Balfour Beatty, the Ward Cllr and the Chair are pushing – through Herefordshire Council – to get this done as a matter of urgency.
ii. School access/traffic calming : Andrew Houston and his team are looking to trying to move the school problems up the agenda.
iii. Withington Field: KP went to the preferred supplier to get a quote for replacing the damaged equipment…and it is outside our budget. KP wants to go back to the supplier to see if they can get it in place before the summer holidays. It was proposed that the finance committee and the wf working group should meet following this meeting to discuss the funding for this project and that an extra ordinary meeting will be called for next week to resolve to spend the funds in getting this exciting project underway and completed before the summer holidays start.
Action: Chair and clerk to call an extra ordinary meeting for 15.05.24
Finance Committee and WF working group to meet on 09.05.24
17. Lengthsman and P3 scheme – KP had raised three specific areas to get footpaths fixed, these have not been addressed. Nor has the new gate for Preston Wynnes footpath to the church. Also, lengthsman to contact RB about finishing the Old Post Office drainage job.
Action: Clerk to remind the lengthsman of these jobs.
18. Footpaths officer report -Withington and Preston Wynne as above. Westhide – nothing to report.
19. Tree warden update: we have just re subscribed to the Tree Warden service. KP with assistance from some others planted a ‘golden orchard’ on the Northern boundary bund of the play area. These trees were secured by the clerk from a national campaign to plant trees in public spaces. It is hoped that in future years they will provide shade and colour in the play area.
20. Matters Financial.
a. Balances: Parish Account as at 21.04.23: £40,409.65; Withington Field Acct as at 28.04.24: £2,588.70; CCLA: £14,106.43;
b. Payments to be agreed :
Parish acct:
Clerks Salary: April £
May £
Clerks expenses April & May £ 66.13 Total: £1,664.25
HMRC PAYE March £
April £
May £
Sentinel Security – CCTV annual check £ 90 00
Tree Warden invoice £ 30.00
Cole & Co (internal auditors) £ 120.00
Paid on line in April – for authorisation
Terry Griffiths Inv TGC2663 Drainage work at Westhide £528
Terry Griffiths Inv TGC2662 Drainage work at Westhide £882
Internal Transfers (deferred until the meeting next week of finance group and WF working group).
£6,000 from the precept to Withington Field Acct £ 6,000
£6,000 from the budgeted funds for development of the field £ 6,000
From Parish Acct to CCLA savings acct (depreciation) £ 3,000
(election expenses) £ 600
Withington Field Acct:
Joe Smith Litter Picking March – already paid £75
April £ 75
Perfect Grounds Inv WF01 £469
Proposed that the clerk pays these invoices:
Proposer: PA Seconded: KH
All were in favour
Action: clerk to make these payments.
c. Receipts: £19,000 first half of the precept. £1,175 Lengthsman payment from HC. £3,500 from the Police and Crime Commissioner for the speed camera. Interest on savings acct tbc. For Withington Field Acct: payment from Bartestree FC £250;
d. Requests for financial aid: None.
e. Approval of Annual Governance Statement
The Annual Governance Statement was approved by all Cllrs present.
f. Approval of annual accounts Statement
The Annual Accounting statement was approved by all Cllrs present.
Proposed: KH Seconded: RB
All cllrs were in favour.
g. Discussion and resolution to suggest changes to Finance Regs to include standing order payments.
Highlighted: new finance regs say that a cllr (not on finance committee or signatory) will check the accounts every quarter. Standing Orders were approved, but the payment to regular invoicees was to be checked to verify that this would not be seen as a contractual agreement.
It was proposed to adopt the 2024 finance regs.
Proposed: KH Seconded : RB
All were in favour.
21. Planning including those below and any additional ones showing of the HC Planning portal:
204657 – Buzzards View, Shucknall Hill. Proposed change of use of land to allow extension to rear of property. Retrospective permission requested for new septic tank.
Decision: No Comment
Variation of Premises Licence: All Pay, Fortis et Fides, Whitestone Business Park – To include new café and shop, within the demise of the licence.
Decision: No comment.
22. Discussion and resolution as to whether or not to adopt the General Power of Competency.
RB outlined what the General Power of Competency allowed a PC to do.
It was agreed that as the Parish Council meets the criteria for eligibility ie we have over 60% of the cllrs are elected not adopted, and a CiLCA qualified clerk, we can choose to adopt the GPC.
Proposal to adopt the GPC.:
Proposed: RB Seconded: TN
All were in favour.
It was resolved that in accordance with the Parish Councils (General Power of Competence) (Prescribed Conditions) order 2012 the WGPC meets the conditions set out to exercise the General Power of Competence.
23. Receive items for the July agenda (no discussion)
Bus services;
Meeting ended: 8.25pm
Signed by: Chair:
Dated:
Dates for future meetings in 2024:
3rd July 7.30 pm start
11th September 7.30 pm start
13th November 7.30 pm start
Chairs report for 2023 to 2024
Annual Report of the Chair of WGPC
Following the last year of 2022/2023 especially with the planning being granted for the Solar Farm at Westhide in March 2023 this year has been very quiet on that front. We know that there are conditions as part of the planning approval but very little has been heard or reported on.
Following the elections in May 2023 we lost our Ward Councillor, Paul Andrews, who had worked steadfastly in support of the Parish Councils in the Hagley Ward for several years. We gained a new Ward Councillor, Ivan Powell, who has attended many parish council meetings and has also worked hard in support of WGPC. Paul has now become a councillor for Withington following a vacancy and continues to support WGPC as much as he can.
The Police and Crime Commissioner had a grant Scheme fort ‘Safer Roads’ with applications by the end of January 2024. With the invaluable support of Ivan Powell we have been awarded a grant of £3,500 for the provision and positioning of a Speed Indicator Device on the A4103 – along the straight stretch before Radway Nursery. Improvements to road signage on the A4103/A465 are still being sought.
In addition, WGPC has held several sessions with Herefordshire Council concerning the S106 monies – eventually we were awarded £14,000 to renew the fencing around Withington Fields. Again we have been supported by Ivan Powell. We continue to press for the problems associated with access to the school and other traffic issues in the village to eventually get sorted. Unfortunately getting decisions made seems to take ages and there are always obstacles that we could do without.
I am grateful for the hard work and support of all the parish councillors from all three parishes for the time and effort they spend on parish business, never mind attending 6 meetings a year. Together with our Ward Councillor and an efficient Parish Clerk, Sophie Glover, we have a good team working for the benefit of all three parishes.
It would be amiss not to mention the Withington Fields team, led by Sophie, for the extra times and meetings they spend looking after the Withington Fields. It had been hoped that with the demise of Withington Football Club, with their equipment and funds being given to WGPC for the benefit of football in Withington, that football would restart this year. However, with continued problems with the lawn mower and lack of upkeep of the pitches it may be a little while before this goal will be achieved.
Kevin Hewison
Chair WGPC
May 2024