Agenda
To all Members of the Council
You are hereby summoned to attend an ordinary meeting of the Pebworth Parish Council to be held in Mary’s Room at the Village Hall, Pebworth on Monday 1st July 2024 at 7.00pm for the purpose of transacting the following business only.
Donna Bowles
Clerk to the Council
MEETING AGENDA
| 1. | Apologies:
To consider any Members reasons of absence |
| 2. | Register of Interests:
Members are reminded of the need to keep their register of interests up to date. Members are reminded that they must act solely in the public interest and should never improperly confer an advantage or disadvantage on any person or act to gain financial or other material benefits for themselves, their family, a friend, or close associate.
Disclosure of Interests
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| 3. | Open Forum
Chairman to Move: The Meeting & Standing Orders be now adjourned:
At the Chairman’s discretion residents are invited to give their views and question the Parish Council on issues on this agenda or raise issues for future consideration. Members of the public may not take part in the Parish Council Meeting. There will be no discussion by members of the Council during this session but the views expressed may be considered later as part of particular agenda items. During this period, in accordance with the revised Code of Conduct, members of the Council who have a disclosable interest (but not a disclosable pecuniary interest) in an item on the agenda may also make representations, answer questions, or give evidence relating to that item.
To receive Ward Member’s Reports. County Cllr Adams District Councillor Ciotti District Councillor Robson Chairman to Move: To close the adjournment and the suspension of Standing Orders |
| 4. | Minutes:
To consider and approve the wording of the Clerk’s Minutes of the Parish Council Meeting held on Monday 3rd June 2024 – circulated 4th June. |
| 5. | Planning Matters:
None at time of printing |
| 6. | Finance:
a) To receive the Clerk’s report on payments made since the last meeting b) To consider for approval the schedule of payments to be made by internet banking c) To consider and approve the first quarterly bank reconciliation, account balances and income and expenditure budgets. d) To consider the revised Financial Regulations e) To agree any regular monthly invoices requiring payment for August (as there is not a meeting in August) be approved via email by Chair or Vice-Chair. These payments to then be retrospectively approved in September. |
| 7. | Council & Community Matters:
a) To note police report. b) To consider noticeboard quotes. c) To consider response regarding South Worcestershire Development Plan Review: Village Facilities and Rural Transport Survey Update d) To note Rooftop Housing have agreed to pay the shared cost of £600 towards the ditch clearance at The Close. e) To receive update following meeting with Atlas Tower Group regarding exploring mobile infrastructure f) To consider ways to promote Parish Council meetings. g) To note Clerk has not written regarding overgrown shrubbery on Front Street as it is currently bird nesting season and there is no health & safety issue at present. |
| 8. | Meon Way Gardens:
a) To consider email received from the Chair of Quinton Parish Council regarding 40/50mph speed limits at Meon Way/Meon Vale. b) To receive update regarding VAS pole. c) To receive update regarding play facilities/reflection garden. |
| 9. | The Close & Recreation Field
a) To note monthly report and consider any works required b) To consider quote for shockwave treatment to The Recreation Field |
| 10. | Amenity Contract:
To note the amenity contract is due for renewal with effect from 2025. To consider whether to split the contract between amenity and burial ground or keep it as one contract. |
| 11. | Neighbourhood Development Plan:
To receive update following Cllr Pearson’s conversation with Brodie Planning. |
| 12. | Highway Matters:
To note the dropped kerb has been installed on Chapel Rd. |
| 13. | Lengthsman/Maintenance Matters:
a) To note Lengthsman’s jobs issued from last Council meeting; comment on progress b) To consider future tasks to be issued to the Lengthsman c) To note VAS data |
| 14. | Public Rights of Way:
To receive update regarding bridleway |
| 15. | Matters raised by Councillors: for consideration and or items for future agendas |
| 16. | Staffing: Resolution to exclude members of the public to progress a confidential staffing matter:
To receive report and consider recommendation from Chairman following Clerk’s staff appraisal on 20th June 2024. |
| 17. | Date of Next Meeting:
To confirm the date of the Ordinary Parish Council Meeting at 7.00pm on Monday 2nd September 2024 at the Village Hall, Pebworth. |
| 18. | Closure of Meeting : |
Minutes
Pebworth Parish Council
Minutes of the Ordinary Parish Council Meeting held
At the Village Hall, Pebworth on Monday 1st July 2024
Present: Councillors: Richard Weller (Chairman), David Cranage & Jodi Cotton
In attendance: County Councillor Adams (19:35), District Councillor Judith Ciotti, Mrs D Bowles (Clerk)
Also in attendance: 6 members of the public.
| 1. | Apologies Considered for Absence:
Cllrs Pearson, Parkins & Shiers – accepted |
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| 2. | Register of Interests:
Disclosures of Interests: Members were reminded of the need to keep their register of interests updated. Members were asked to declare any Disclosable Pecuniary or other Interests in items considered in virtual meetings and their nature. None declared |
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| 3. | Open Forum: The Chairman suspended the formal meeting for the Ward Members and public participation.
a) 6 members of the public were in attendance: – Simon Cusack, Group Commander from Hereford & Worcester Fire & Rescue was in attendance to talk about recruitment for retained firefighters. – A complaint was received regarding the newly installed dropped kerb on Chapel Rd, which was installed in a different position than indicated by the drawn lines. Councillor Weller had referred this matter to County Councillor Adams, who confirmed that the kerb was installed correctly and that the markings were incorrect. Residents can request the installation of dropped kerbs through County Councillor Adams. Councillor Weller advised the resident to discuss the matter directly with County Councillor Adams, as this does not fall under the Parish Council remit. – Request was made to purchase picnic benches to be installed at The Close. This is on the agenda to be discussed under item number 10c. b) County Councillor Adams – not in attendance at the time. c) District Councillor Ciotti – District Councillor Robson sent her apologies and advised she will take the planning matter on Elm View to Committee when necessary. The Chairman closed the open forum and reconvened the meeting at 19:15. |
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| 4. | Acceptance of Minutes:
The Minutes of the Ordinary Parish Council Meeting held on Monday 3rd June 2024 at the Village Hall, Pebworth were considered and approved by the Council to be a true record of the meeting and were signed by the Chairman. |
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| 5. | Planning Matters:
None |
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| 6. | Finance:
a) Council noted the Clerk’s report on payments made since the last meeting.
b) The Council gave consideration and unanimous approval of the payments listed in Appendix A, confirming the payments in Appendix A have been approved by full Council and there is provision within the budget, and that financial regulations and relevant policies have been followed. Cllr Weller to authorise the payments made by internet banking. c) The Council gave consideration to the first quarterly bank reconciliations, account balances and income and expenditure budgets. It was resolved to accept these by all Councillors. d) Members noted the Clerk & Cllr Pearson had reviewed the newly rewritten NALC Model Financial Regulations. It was noted changes have also been made to the numerical order however it was decided to maintain the current system and make the necessary amendments, rather than adopting the NALC version as a whole. Members resolved to accept these. e) As there is not a meeting in August it was agreed that any regular monthly invoices requiring payment be approved via email by Chair or Vice-Chair. These payments to then be retrospectively approved at the September meeting. |
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| 7. | Council & Community Matters:
a) No police report provided in time for the meeting. b) Clerk had provided three quotes for new noticeboards at Broad Marston and Town Pool Car Park. They were all very similar in cost and material. It was resolved to accept the quotes from Greenbarnes Ltd. c) Cllr Cotton will review the Clerk’s proposed response regarding the South Worcestershire Development Plan Review: Village Facilities and Rural Transport Survey Update. Once she has made any necessary changes Clerk will forward. d) Members noted Rooftop Housing have paid the shared cost of £600 towards the ditch clearance at The Close. e) Cllrs Weller & Pearson, along with County Cllr Adams, met Atlas Tower Group regarding exploring mobile infrastructure. Residents will be consulted once potential sites have been investigated. f) It was decided to defer considering ways to promote Parish Council meetings to the September meeting. g) Members noted the Clerk has not written regarding overgrown shrubbery on Front Street as it is currently bird nesting season and there is no health & safety issue at present. |
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| 8. | County Councillor Adams (19:35)
Provided a report which is appended to the minutes. |
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| 9. | Meon Way Gardens:
a) The members reviewed and accepted the email from the Chair of Quinton Parish Council regarding the 40/50mph speed limits at Meon Way/Meon Vale. This joint request from Pebworth Parish Council and Quinton Parish Council seeks to establish a consistent 40mph limit. Both councils are concerned about the change from a 40mph to a 50mph limit on the southbound B4632 Campden Rd, between the roundabout at Meon Vale and the new roundabout, to facilitate easier access to and from Meon Way Gardens. Warwickshire County Council has indicated that extending the existing 40mph limit would cost approximately £6,000, which should be funded by the Parish Councils. However, there is a strong sentiment that, since this issue resulted from an error by Warwickshire County Council, they should cover all related expenses. b) Clerk met with Barry Barnes, County Highways Officer regarding the installation of a VAS pole at Meon Way Gardens. He has provided the relevant information which has been forwarded to Persimmon. Clerk awaits a response. c) Update on play facilities/reflection garden – Cllr Pearson has initiated the consultation process. Initial feedback suggests considering parking options, despite the intent for Meon Way Gardens residents to walk to the facilities. This will be progressed by Cllrs Pearson, Weller & Cotton. |
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| 10. | The Close & Recreation Field
a) Members noted the monthly reports. b) The quote from Limebridge Rural Services in the sum of £550 to carry out shockwave treatment on The Recreation Field was considered to be good. It was resolved to accept this quote. Clerk to issue the PO. c) Clerk to obtain quotes for picnic benches and installation at The Close. |
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| 11. | Amenity Contract:
It was decided to defer this until the September meeting. |
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| 12. | Neighbourhood Development Plan:
Cllr Pearson has spoken with Wendy Hopkins at Brodie Planning. She advised that the best way forward may be to have a full technical review and consultation, although is going to give it some more thought. There is approximately £10,000 grant monies available and the Parish Council resolved that if her quote comes in at around the same cost then they are happy to proceed with the review process. |
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| 13. | Highways Matters:
a) Members noted the dropped kerb has been installed on Chapel Road. b) A report has been received from a resident regarding overgrown shrubbery on Broad Marston Road opposite The White Cottage. A Worcestershire County Council Highways Officer has investigated this and spoken with a local resident who believes that the person who works on cars at the old fire station has an interest in the land. The Highways Officer has left a note at the old fire station requesting the area is cut back, although the local resident believes it will be himself and a neighbour that will cut it back. He is aware of the bird nesting season and what needs to be done. c) The Highways Officer also inspected Elm Close following a report from Cllr Cotton that the footway is broken in several places. He has raised some work orders to repair some very broken sections of the footway and reset a loose kerb by a drain. He has also raised a request for an Engineer to attend and survey sections for resurfacing. Some sections were resurfaced a few years ago and they are in order. Other sections were surface treated and this layer has now broken away showing the poor surface below. d) Cllr Weller met with County Councillor Adams, along with Luke Farmer from LS Farmer Groundworks and Landscaping, regarding the flooding issues at Broad Marston. A quote has been received for £2,650 with a possible additional £500 for the purchase of blue puddle clay. Despite reaching out to several companies it has only been possible to obtain two quotes, the first being in the sum of £2,950. Clerk advised that there is approx. £3,000 left in the CALA Drainage monies fund. It was resolved to accept the quote from LS Farmer Groundworks and Landscaping. Clerk to contact County Councillor Adams regarding permission from the landowner before commencing works. |
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| 14. | Lengthsman/Maintenance Matters:
a) Works carried out – some grip works have been carried out. b) Future works – none at present c) Members noted the VAS data. |
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| 15. | Public Rights of Way:
Path No 513 (B) which runs from the two bridges on Stratford Rd, Honeybourne to The Holt at Broad Marston has been reported as overgrown. The CAPV team have cleared the entry track into the watery hole and added new signage, removing small tree branches etc. The greater part of the bridleway remains a problem with poor drainage and large fallen trees across the track. This has now been referred to WCC Public Rights of Way team for their consideration. |
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| 16. | Matters Raised by Members: The following matters were raised by Council Members for consideration for future agendas:
a) Cllr Cranage – dead trees Worcestershire/Warwickshire boundary. |
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| 17. | Staffing:
It was resolved to exclude the press and public from the meeting under the Public Bodies (Admissions to Meetings) Act 1960 on the grounds that it is not in the public interest to disclose discussion on the items below relating to contracts and staffing. The Clerk’s annual appraisal has been carried out with Cllr Weller. It was resolved that the Clerk’s salary be increased by one spinal column point from point 17 to 18 on the NJC salary pay scales with effect from 1st July 2024. |
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| 18. | Date of Next Meeting:
Council confirmed the date of the next Ordinary Parish Council Meeting on Monday 2nd September 2024 at 7.00pm in the Village Hall, Pebworth. |
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| 19. | Closure of Meeting: The Chairman closed the meeting at 20:25 hrs |
Chairman: ______________________________________________Date:_________________
FINANCE
Verified & Confirmed Account Balances as at 10th June 2024
| Treasurers Account | 5,697.04 |
| Business Bank Instant | 56,768.20 |
| Total | 62,465.24 |
APPENDIX A – PAYMENTS
| PAYMENT | PAYEE | DETAILS | TOTAL | VAT | NET |
| BACS | HMRC | Clerk & P C Tax & NIC | 145.80 | 145.80 | |
| BACS | Mrs D Bowles | Clerk’s Salary & Expenses | 596.46 | 596.46 | |
| BACS | John Hyde | Lman Works | 131.80 | 131.80 | |
| BACS | Edge IT Systems Ltd | Annual Fee | 298.80 | 49.80 | 249.00 |
| BACS | Fairview Trading | Topsoil | 33.00 | 5.50 | 27.50 |
| BACS | Limebridge Rural Services | Amenity Contract | 588.00 | 98.00 | 490.00 |
| BACS | Steve Baker Services | Lman Works | 104.00 | 104.00 | |
| DD | ICO | Data Protection Fee | 35.00 | 35.00 | |
| DD | Nest | Clerk’s Pension | 87.45 | 87.45 | |
| DD | O2 | Mobile Phone | 10.03 | 1.67 | 8.36 |
| DD | Yu Energy | Streetlight Energy | 172.00 | 8.19 | 163.81 |
| DD | Yu Energy | Streetlight Energy | 43.49 | 2.07 | 41.42 |
| 2245.83 | 165.23 | 2080.60 |
