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Draft minutes of the Ordinary Parish Council meeting held Virtually on Wednesday May 13th 2020 at 11.05 am.

Present: Cllrs. Dr. Davies (Chairman), Ms. Smith, Mrs. Allison, Mr. Colebrook, Mr. Baugh, Ms. Adkins and Mr. Langley. In attendance: County Cllr. Mr. Hopkins, Dist. Cllr. Mr. Thomas, and Mrs. N. Holland.

1. Apologies: Cllr. Mr. Dorrell and Mr. Richardson (reasons accepted by Council).

2. Declaration of Interests: Nil.

3. Dispensations Nil.

4. Reports received from: County Cllr. Mr. Hopkins: a) Most staff continue to work from home. b) Refuse/Recycling Tips - 7 out of 11 are open in the County but are very busy. Advised to only go if the items that are being recycled are urgent for disposal. Waiting further guidance - advise at present to not go until the numbers attending are fewer. c) Highways Team - beginning to carry out work in regard to surface dressing, patching and repairs in rural areas. It will take a long time before work returns to normal as difficulty in getting supplies and materials. Legal obligation to cut the verges and work is in progress. d) Some Parish Lengthsman have returned to work, others not prepared to do at this stage. e) Regard to gullies in Harvington - only one team working at present. f) Care Homes/Schools - Officers are supplying PPE to workers. Government not accounted for the problem of having a 3 tier school system which poses extra problems. g) 1282 confirmed cases of COVID - 19 across Worcestershire. District Cllr. Mr. Thomas: a) Leys Road - hope to have an update on the planning application shortly. b) Most staff working from home, very few in the Office. Progressing with virtual meetings using Zoom. c) £1million cycling investment at the Valley, some of the funding is from Sport England. The Boardman Centre at the Valley is closing down. d) Confirmation of the appointment of Vic Allison who will be taking over from Jack Hegarty from the 1st August 2020. e) COVID -19 - £25 million to be given out to local businesses. Some businesses not aware of the scheme as do not pay business rates so trying to track them manually. f) Local Enterprise Partnership - County Council, all District Councils and Local Enterprise Partnership across Worcestershire have formed an Economic Task Force to put Corporate plans in place in regard to the economic recovery from COVID -19. Parish Council wished to thank the refuse collection and green waste personnel for their continued work. Concern raised over the lack of use of PPE.

Public Question Time: Nil.

5. Appendix to Standing Orders re virtual meetings approved.

6. Minutes: resolved that the minutes of the Ordinary Parish Council meeting held 15.04.20 were an accurate record agreed by all. To be signed by Chairman at a later date due to COVID -19 restriction.

7. Clerk’s report: a) Update on work of Parish Lengthsman – following receipt of updated Risk Assessment to include COVID -19 Worcestershire County Council and Worcestershire Association of Council Clerks work can resume on minor matters. Annual agreement signed and returned to Worcestershire County Council and agreement papers sent to Lengthsman for signing. b) Planning issue Leys Road reported to District Council.

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c) Perkins’ Educational Foundation Awards for the Academic Year 2020-2021. Application forms are available, upon written request, from the Clerk to the Governors, email info@williamperkinscharity.org. Further details can be viewed on Parish Council website.

8. Planning.

8.1 Planning application 20/00803/HP Abberton, Copper Beech Close, Harvington. Proposal: First floor rear extension to provide a bedroom and bathroom. Comments: Nil.

8.2 Correspondence received from the Planning Authority noted: 20/00368/FUL Land off Anchor Lane, Harvington. Permission granted with 11 conditions.

8.3 Correspondence dealt with by delegation noted: 20/00747/DEM Land, Evesham Road, Harvington. Proposal: Application to determine if prior approval is required for proposed partial demolition of steel portal framed agricultural building. Comments: It is noted that the application form is not fully completed in regard to sections 3, 4,5,6,7, and 8 in respect of the site and its future use. In light of previous application, 19/01466/GPDQ, the Council is concerned and request that the form be completed fully and resubmitted. Permission granted.

9. Finance & General Purposes notes accepted and the following considered: a) Resolved to adopt revised Grant application policy. b) Update on Neighbourhood Watch: Chairman has spoken to previous Co-Ordinator who does not wish to continue with the post and with resident who is interested in the role. Chairman will see if he can get the two parties to talk and move forward with the scheme. c) Risk Assessment Orchard approved.

10. Financial Matters.

10.1 Following revised documents approved: a) Risk Assessment b) Review of Risk Management Policy. c)Asset Register: Level of insurance cover for the BT Kiosk to be reviewed once restoration completed.

10.2 Report from the Internal Auditor received and approved.

10.3 Documents for the External Auditor: a) Statement of Internal Financial Controls presented to Council for approval and agreed. Resolved to approve the following documents for the External Auditor: b) Annual Governance Statement. c) Accounting Statements. d) Explanation of Variances. e) Notice of the period for the exercise of public rights.

10.4 Resolved to approve schedule of payments and expenses and summary of accounts.

11. Correspondence received: a) Update of Parish Council Website: it was agreed by all to change the format to an updated version. b) Persistent bonfires burning Poly Tunnels on Leys Road: addressed by District Cllr. Mr. Thomas. c) Harvington Trust: letter received in regard to the future of the Harvington Trust. Clerk to respond that as the Harvington Trust Fund is a registered charity the Group will have to pursue its closure.

12. Urgent decisions taken through delegated scheme: Zoom subscription taken out for one year jointly with Harvington and South Lenches Parish Councils.

Meeting closed at 12.05 pm.

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Following closure of the meeting it was asked as Government guidance had been updated in regard to COVID -19 if the playing field could be reopened to users providing social distancing is applied and government guidelines maintained. Agreed by all to allow as from Monday 18th May 2020 providing the play equipment remains closed off along with the rubbish bin and a new notice is placed on all entrances. Correspondence received that has been circulated to members by email that does not require a decision unless requested as an agenda item.

South Worcestershire Development Plan Review – Presentation on cancelled briefing meeting circulated to members 06.04.20. Parish and Town Council Newsletter April 2020 circulated to members by email 27.04.20.

Online seminar for planning applications circulated to members 27.04.20.

Applications for an Independent Lay Member of the West Mercia Police and Crime Panel are invited from members of the public. Closing date: 5pm on Monday 18 May 2020. Panel covers the geographical areas of Herefordshire, Shropshire, Telford and Wrekin and Worcestershire with support for the Panel provided by Worcestershire County Council. The Panel is part of the governance arrangements for policing in the West Mercia area and its role is to maintain a regular check and balance on the performance of the directly-elected West Mercia Police and Crime Commissioner. Information can be found this link: http://www.worcestershire.gov.uk/info/20078/community_safety/861/police_and_crime_commissioners along with additional information on the recruitment process and an information pack. Download the application form: http://www.worcestershire.gov.uk/downloads/file/12481/independent_lay_co-opted_member_application_form Return to Sheena Jones, Democratic Governance and Scrutiny Manager by 5pm on Monday 18 May 2020 either by email: sjones19@worcestershire.gov.uk or by post: Sheena Jones, Democratic Governance and Scrutiny Manager, Legal and Governance, Worcestershire County Council County Hall, Spetchley Road, Worcester, WR5 2NP.

Appendix 1 - Online Payments May 2020

Details Net VAT TOTAL

P20/8 Mobile monthly sim charge 5.00 1.00 6.00

P20/9 Amenity/Playing Field/Planters contract 450.00 90.00 540.00

P20/10 Evesham Volunteer Centre 200.00 0.00 200.00

P20/11 Internal Auditor 193.90 0.00 193.90

P20/12 Administration costs (May) 868.21 0.00 868.21

P20/13 Parish Lengthsman 357.00 0.00 357.00

TOTAL 2074.11 91.00 2165.11

AC Summary May 20.

Harvington Parish Council 2020-21

Budget 2020/21

Receipts/ Payments

Under/Over Spend

% Spent

Receipts

Precepts 40000.00 20001.00

Interest 0.00 0.00

Lengthsman - Worcs CC 1841.78 0.00

WCC Amenity 739.00 0.00

Grants 0.00 0.00

VAT - Recoverable 8500.00 9631.46

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Others 41.00 0.00

Total 51121.78 29632.46

Payments

Staff costs 9800.00 784.26 9015.74 8%

Chairmans Allowance 200.00 0.00 200.00 0%

Training 300.00 70.00 230.00 23%

Subscriptions 1000.00 913.56 86.44 91%

PC Insurance 1000.00 0.00 1000.00 0%

Audit Fees 500.00 0.00 500.00 0%

Grants 5000.00 0.00 5000.00 0%

Donations 500.00 0.00 500.00 0%

VH Insurance 950.00 0.00 950.00 0%

Administration 0.00 0.00 0.00

Clerical/Admin Expenses 650.00 49.13 600.87 8%

Village News 1220.00 0.00 1220.00 0%

Website 200.00 0.00 200.00 0%

Village Amenity 0.00 0.00 0.00

Amenity/Verge Mowing 6278.00 290.00 5988.00 5%

Roadside weed treatment 382.00 0.00 382.00 0%

Village Environment 0.00 0.00 0.00

Street Lighting 3500.00 0.00 3500.00 0%

Maintenance assets 500.00 0.00 500.00 0%

Planters 1530.00 160.00 1370.00 10%

Litter/Dog bins 1000.00 0.00 1000.00 0%

Xmas Tree 800.00 0.00 800.00 0%

Lengthsman (PC Contribution) 1000.00 0.00 1000.00 0%

Jubilee Orchard 0.00 0.00 0.00

Annual Grassland maintenance 150.00 0.00 150.00 0%

Boundary Restoration 1000.00 0.00 1000.00 0%

Mowing Paths 326.00 0.00 326.00 0%

General maintenance 218.00 0.00 218.00 0%

Annual ditch /Hedge clearance 164.00 0.00 164.00 0%

Safety Inspection 90.00 67.50 22.50 75%

Playing Field 0.00 0.00 0.00

Field Maintenance 1338.00 164.00 1174.00 12%

Walkway maintenance 199.00 0.00 199.00 0%

Hedgerow maintenance 82.00 0.00 82.00 0%

Fertilising 301.00 0.00 301.00 0%

Weed control 245.00 0.00 245.00 0%

Safety Inspection 100.00 67.50 32.50 68%

Maintenance/repairs 1000.00 0.00 1000.00 0%

Miscellaneous 0.00 0.00 0.00

Projects 2020 9749.00 0.00 9749.00 0%

Contingency 1000.00 60.00 940.00 6%

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SUBTOTAL 52272.00 2625.95 49646.05

WCC PL 1841.78 0.00 1841.78 0%

WCC Path work allocated 2018-19 800.00 0.00 800.00 0%

WDC (Fl.Allev.grant phase 1+ 2) 1829.25 0.00 1829.25 0%

WDC - Neighbourhood Plan 1563.12 0.00 1563.12 0%

VAT 0.00 325.55 0.00

TOTAL 2951.50

Treasurers Account. 31.04.20 16658.02

Income received 29632.46 Transfer to reserves -5800.00 minus payments 2020-21 -2951.50 minus unpresented payments 2019-

20 -362.28 Total 37176.70

Bk.St 01.05.20 37176.70 minus unpresented payments 0.00 Total 37176.70

Less grant allocations 1829.25 Fl. Allev

1563.12 WDC NP

0.00

WDC NHB

800.00 WCC Path Work (2018-19)

Sub total 4192.37 TOTAL remaining 32984.33

Bus. Instant Access 49042.06