Minutes 05/2025
Present: Cllrs Martin Willingale (Chair), Nick Humphries & Martyn Walton.
In attendance: Kerry Williamson (Clerk) and Cllr Terry Bennett (Cookhill Parish Council)
Parishioners: 0
- Election of a Chairman and signing the Declaration of Acceptance of Office.
It was unanimously RESOLVED to elect Martin Willingale as Chairman for the 2025/26 municipal year and the Declaration of Acceptance of Office was duly signed.
- Election of a Vice-Chairman
It was RESOLVED to postpone this vote to the July meeting.
- Apologies for absence
Cllrs Jacqueline Allum and Richard Whitlow, and District Cllr Ben Hurdman sent apologies.
- Declarations of Personal and Prejudicial Interest
- Register of Interests
Noted.
- Disclosable Pecuniary Interests
None.
- Other Disclosable Interests
None.
- Dispensations
None.
- Open Session
The meeting was adjourned for the open session.
- District Councillors
Cllr Ben Hurdman provided the following report to be shared at the meeting:
Digital Fundraising for Town/Parish Councils and Village Halls
The first three months of this year has seen Wychavon’s Communities Team partner with the Directory of Social Change to provide a series of training sessions for town/parish councils and village halls around digital fundraising.
Each session built on the previous one to explore approaches to improving local engagement and fundraising opportunities. Topics have included:
- Identifying and Putting Your Resources to Work
- Understanding Your Community
- Communicating Effectively with Your Community for Effective Fundraising
Fundraising has become increasingly challenging within the voluntary sector and how to grapple with these challenges to support local projects is of vital importance. The Communities Team continue to offer support, advice and guidance to make sure communities are able to keep their spaces accessible and sustainable.
Community Youth Projects
As part of our new promise to develop five new community youth projects in rural areas some new detached work is taking place. YMCA Worcestershire will be out and about in rural areas across the district over the next year to check in with young people and find out what is going on for them in their local area. Detached workers will be targeting identified areas for around six weeks to engage with young people and encourage local communities to start a youth project. Volunteers can also access the training and support needed to help them get a new youth project off the ground. For more information about this exciting community resource please contact robin.mace@wychavon.gov.uk
Planning & SWDPR
A backlog of planning applications has started to form due to the planning application fee increase on 1 April which resulted in a large increase of planning applications prior to the fee increase. The fee increase, combined with Easter annual leave, Bank Holiday and other unavoidable absences have had an impact but the team continue to work extremely hard to process as many planning applications as possible, alongside completing all other duties.
The final week of the Public Examination commenced on the 29 April to discuss the remaining strategic policies and the development management policies within Matter 15 (Policies for Climate Change, Resource Management and Environmental Quality) and Matter 16 (Policies for Transport, Green Infrastructure, Historic Environment, Tourism, Leisure and Community Facilities). Both of these matters were concluded on the first day, and the Hearings were closed for now. The Planning Inspectors raised the prospect of a further hearing session in the week commencing 8th September to consider further work on ecology (curlew surveys) and transportation, which is currently underway regarding the strategic allocation at Mitton.
All the latest news, evidence and representations can be viewed on the examination webpage: https://www.localplanservices.co.uk/swdpreview
Rural Grant
The Wychavon Rural Grant has now reopened all information can be found on the Wychavon website. This is open for local community projects or local businesses. The application end date has been extended until 9th June, if you can publicise this it would be most appreciated.
Cllr Ben Hurdman
- County Councillor
No report was provided.
- Village Hall Committee
Pat Willingale (Village Hall Committee Secretary) provided the following annual report on behalf of the Village Hall Committee:
This annual Village Hall Committee report is very different from that of last year. As you all know, our dear friend and Village Hall stalwart, Colin Pemberton, very unexpectedly passed away at the end of February, leaving an enormous hole in the Committee as Colin filled two roles – that of Bookings AND Publicity Officer, and Lynne, his wife, our Chair. Our AGM went ahead in March, with Sarah Dykes, who no longer lives in the Village, magnificently stepping up to act as temporary Chair, as well as Treasurer, with Lynne’s blessing. The fate of the Village Hall Committee was not looking too bright but at the AGM several villagers stepped forward and offered their help and time, enabling the Committee to continue to serve the Village, and keep our Hall open for business. New members and Trustees of the Committee are Sue Bunce, Bookings Officer, Debra Carew-Cox, Publicity Officer, and Tina Hill, general Committee member, and Martin Willingale resumes his role as Parish Council representative. We are also very fortunate that many villagers have offered to be ‘Friends’ of the Village Hall – around 19 people willing to help if required but not be official members of the Committee. We are grateful indeed and looking forward to the future. Several events are being planned for 2025.
Tight hold continues to be kept on the Hall’s finances. Electricity charges remain our biggest expense, and in November Sarah arranged a new contract with our supplier, which certainly helped. Only essential Hall maintenance is carried out, and we are grateful to our ‘Friends’ and volunteers who have helped with keeping the grounds in good order. Expenses still unfortunately exceed income, and at the end of November 2024, at Sarah’s suggestion, we held a Christmas Fayre for the first time since pre-Covid days raising around £300 for Hall funds.
Amy Hoang-Jone’s Monday morning Yoga class has continued, and we are happy to report that there is now a Thursday morning class as well, and Amy held a single Sunday Yoga Workshop last month. Andrew Lowe’s popular Tai-Chi Wednesday morning classes also continue. We are thankful for our regular hirers. At the beginning of April, the Hall welcomed the 6-week Arty Farky Art Class, with Charli Farquharson, and we are hopeful that this may continue in the future. In addition to regulars, we have had some children’s parties, and funeral/wake bookings from A Natural Undertaking, plus Lent Courses in the ARCH Benefice, Buddhist Group Discussion Sessions, and the extremely welcome May Local Elections, when the Hall is used as a Polling Station.
Our very popular Community Coffee Mornings still take place on the first Tuesday of every month – the new Committee members have helped us to carry on this event, one that was so dear to Colin Pemberton’s heart, and the gathering on March 3rd was a celebration of Colin’s life. The Committee was very grateful for the donation received from the Parish Council for the successful VE Day 80th Anniversary Coffee Morning.
So, the Village Hall Committee has managed to continue its activities, and we hope to encourage more interest in this precious Village asset. Lynne Pemberton has now stepped down from her role as Chair, and Sarah Dykes will continue in the role of Chair/Treasurer for the time being.
Please support us all you can!
Pat Willingale, AMVH Secretary
- Footpaths Officer
Footpaths Officer, Ann Clayden provided the following report to be shared at the meeting:
- I have now walked almost all of the parish rights of way – some several times – and replaced a number of faded, damaged, missing or misplaced way markers.
- I have cleared blackthorn and other vegetation which was obstructing a number of gates, stiles and footbridges, including the kissing gate on the footpath from the Old Schoolhouse at Goom’s Hill across to the church.
- I have logged an issue regarding the lack of pedestrian access through the gate from Morton Wood Lane to the footpath which leads up to Slade Wood, and another regarding a seriously unstable stile next to Tudor Cottage at the east end of the village.
- The fallen tree at the top of Slade Wood was due to be cleared on May 15th – I haven’t yet been up to check whether it has gone.
- The County Council’s contractors will be mowing the green lane that runs north from Morton Spiert Farm towards Knighton sometime over the summer. Meanwhile, thank you to the landowners for clearing the large fallen trees along there earlier this year.
- Additional note: Footpath 500B is on Worcestershire County Council’s list to be cut.
Ann Clayden, May 2025
- Public participation
0 parishioners in attendance.
Cllr Terry Bennett from Cookhill Parish Council was in attendance to update the Council on his progress with Neighbourhood Watch and creating a village network. Cllr Terry Bennett hoped to re-establish schemes in the local villages. To do this each village would need a co-ordinator, Cllr Terry Bennett was happy to act as co-ordinator in the interim. Marketing material would be available from West Mercia Police. At least five households would need to be members for the village scheme to be visible. Cllr Terry Bennett enquired how information could be disseminated to Abbots Morton residents, Councillors confirmed that the website and ARCH messenger could be used as communication methods.
The meeting resumed following the open session.
- To consider and adopt the minutes from the Parish Council meeting on the 27th March 2025
It was RESOLVED to adopt the minutes as a true record, and they were duly signed by the Chair.
- Planning: There were no planning applications to be considered or pending decision.
- Public Rights of Way and Highways
- PROW maintenance and obstruction issues: To consider and review.
The Clerk had received an email from a resident regarding difficulties exiting the village by vehicle at the Low due to the height of the verge vegetation and the speed of vehicles. The Clerk had reported this to Worcestershire County Council and asked for the verges to be cut urgently. Vehicle speed was being considered under item 9.1. The resident had suggested a mirror would help; Worcestershire County Council responded that they would not use mirrors in this scenario.
- Lengthsman Scheme: To receive an update and to consider any items for the Lengthsman’s work schedule.
No additional items for the Lengthman’s work schedule.
- Flooding: Update on the flooding issues within the Parish.
No updates due a dry period in the weather.
- Progress reports
- Speeding & Road Safety
Cllr Martin Willingale would continue to collect signatures for the petition to reduce the speed limit from 60mph to 40mph on the Alcester Road.
- Devolution
Cllr Martin Willingale had attended the Councillor information session provided by CALC. There was very little definitive information to update. The headquarters of the new unitary authority could be at Pershore.
- Litterpick
The Clerk had contacted Wychavon District Council about litterpick equipment. Equipment would be available to borrow. It was AGREED to arrange a community litterpick in the autumn.
- Parish matters for discussion/decision
- Local Council’s Insurance
Due to the continuing low cost of Zurich Insurance, it was RESOLVED to accept the quote from Zurich with cover starting from 1st June 2025. The quote had increased from £214 to £241 due to the increase in precept.
- .gov.uk Email and Website Domain
The Clerk reported that it would be a requirement of the internal audit for 2025/26 that Parish Councils have a .gov.uk email and website domain. It was AGREED that the Clerk should acquire quotes to convert the website and to obtain a .gov.uk email.
- Community First Responders
The formal grant/donation application from the Vale of Evesham Community First Responders was NOTED. A grant/donation of £300 had been RESOLVED at the March meeting. A further £200 would be added from funds remaining from the VE Day celebration funding. The Clerk would send an Acceptance of Grant/Donation letter to the Vale of Evesham Community First Responders, upon receipt of a signed copy the Clerk would then set up the £500 payment for authorisation.
Discussion ensued about a regular donation. The Clerk advised Councillors that Parish Councils should not make regular donations – local groups can apply to the Parish Council for a grant for a specific project as specified in the Grants & Donations Policy.
- Annual business as per Standing Orders
- To review the following policies and procedures
-
-
- Balances and Reserves Policy
- Biodiversity Policy
- Clerk, Parish, Councillor Protocol
- Code of Conduct
- Complaints Procedure
- Disciplinary Procedure
- Equal Opportunities Policy
- Financial Regulations
- GDPR Data Privacy Policy
- GDPR Data Protection Policy
- GDPR Data Security Incident Procedure
- Grievance Procedure
- Press and Media Policy
- Protocol for Planning Site Visits
- Publication Scheme
- Retention Policy
- Risk Management Policy and Risk Register
- Standing Orders
- Training and Development Policy
-
It was RESOLVED that no changes were required for the above policies.
- To adopt the following policy
- Grants & Donations policy, with accompanying application form
It was RESOLVED to adopt the Grants & Donation policy, with accompanying application form.
- To review insurance, risk and assets
- Risk Management Policy and Risk Register
- Insurance cover
- Inventory of Assets
It was RESOLVED that no changes were required to the above documents.
- To review appointment to committees, working groups and external bodies
- Village Hall Committee
It was RESOLVED to appoint Cllr Martin Willingale as the Parish Council representative to the Village Hall Committee.
- To review the meeting schedule for the year ahead
It was RESOLVED to hold six scheduled meetings per year starting at 8:00PM on the fourth Thursday of alternate months. The Clerk requested that the July meeting was earlier in the month – Thursday 3rd July was proposed, the Clerk would check availability with the absent Councillors. The Clerk would book the Village Hall via Sue Bunce (Bookings Officer) for the 2025/26 meetings.
- Finance
- 2024-25 Accounts: To consider and approve the end of year accounts.
It was RESOLVED to approve the 2024/25 end of year accounts and bank reconciliation.
- Certificate of Exemption: To self-certify exemption from external audit.
It was RESOLVED that the Parish Council had met the requirements to certify itself exempt from external audit and the certificate was duly signed.
- Annual Internal Audit Report: To consider and approve.
The internal auditor’s report for 2024/25 was considered and it was noted that there were no recommendations requiring attention.
- Annual Governance Statement: To consider and approve.
The Annual Governance Statement for 2024/25 was considered and it was RESOLVED that each statement had been achieved and it was duly signed.
- Accounting Statements: To consider and approve.
The Accounting Statements for 2024/25 were considered and it was RESOLVED to approve, and it was duly signed.
- Dates for the Exercise of Public Rights: To set the dates.
The dates for the Exercise of Public Rights were AGREED.
- Bank mandate: To review bank signatory arrangements.
This agenda item would be considered at the next meeting, to enquire whether Cllrs Jacqueline Allum or Richard Whitlow would consider becoming an additional authorised signatory.
- 2025-26 Budget expenditure: To consider and approve.
It was RESOLVED to approve the budget expenditure.
- 2025-26 Bank reconciliation: To consider and approve.
It was RESOLVED to approve the bank reconciliation.
- Invoices: To approve the following invoices for payment:
- Kerry Williamson (salary and expenses): £592.36
- HMRC PAYE & NICs: £152.42 (£115.40 paid using credit on account)
- Jeremy Moore (Lengthsman): £264.00
- Local Council’s Insurance: £241.00
- Iain Selkirk (internal audit): £150.00
- Worcestershire CALC (annual subscription): £114.60
- Abbots Morton Village Hall booking: £33.75
- Vale of Evesham Community First Responders: £500.00
It was RESOLVED to settle the above invoices via internet banking.
- Clerk’s Delegation: To note the following payments made between meetings:
- 28/04/2025 – Abbots Morton Village Hall (VE Day Celebration Grant): £50
- Correspondence
- Worcestershire CALC: CALC Membership Invoice.
The above correspondence was NOTED and covered under item 12.10.5.
- Worcestershire CALC/Worcestershire Wildlife Trust: A Network for Nature Project.
Councillors were supportive of the work of the Worcestershire Wildlife Trust but were unsure what was being asked for in the correspondence. Clerk to follow up.
- Wychavon District Council: Wychavon Parish Games.
The above correspondence was NOTED, no further action required.
- Worcestershire County Council: Recycling Sack Pick Up Points.
The Clerk would contact Worcestershire County Council to arrange for recycling sacks to be made available at the Village Hall.
- Worcestershire County Council: ‘Park that Bike’ Scheme.
The above correspondence was NOTED, no further action required.
- Worcestershire County Council: Parish Lengthsman Scheme – Rejected Invoices.
The Clerk provided an update that the rejected invoices from 2024/25 had now been agreed and paid to the Parish Council.
- Worcestershire County Council: Recruitment Information for Lay Member if West Mercia Police and Crime Panel
The above correspondence was NOTED.
- West Mercia Police: Future Meeting Dates
The above correspondence was NOTED, and the Clerk would send the meeting dates for 2025/26.
- Zurich Insurance: Policy Renewal.
The above correspondence was NOTED and covered under item 10.1.
- PKF Littlejohn: 2024/25 AGAR External Auditor Instructions.
The above correspondence was NOTED.
- Councillors’ reports and items for the next agenda
Items for next agenda: Election of a Vice Chair and bank mandate.
- Date of the next meeting
The next scheduled meeting to be confirmed – Thursday 3rd July was proposed.
Owing to the confidential nature of the following agenda items it was RESOLVED “that in accordance with the provisions of the Public Bodies (Admission to Meetings) Act, 1960, as amended by the Local Government Act 1972, the public and press be excluded from the remainder of the meeting owing to the confidential nature of the business to be transacted” i.e.: agenda item, 16, Permitted Development Enquiry; agenda item 17, Clerk’s Pay and Working Hours
- Permitted Development Enquiry
Community interest to be determined and the Clerk would investigate potential insurance/maintenance costs.
- Clerk’s Pay and Working Hours
An increase to the Clerk’s pay and working hours was RESOLVED.
The meeting closed at 9.13PM.