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Draft minutes of the Full Parish Council meeting held on Monday 11th March 2019 at 8.00 pm in Church Lench Village Hall, Church Lench.

Present: Cllrs. Mr. Shore (Chair), Mr. Jackson, Mrs. J. Fletcher, Mr. J. Fletcher and Mr. Ball. In attendance: Mrs. Holland (Clerk), County Cllr. Mr. Hopkins and 1 parishioner.

81/18 Apologies: Police Community Support Officer.

82/18 Declaration of Interests: Nil.

83/18 Written requests from Councillors for the Council to grant a dispensation (S33 of the Localism Act 2011) – nil received.

84/18 Reports received from: County Cllr. Mr. Hopkins: a) Precept element for the County Council rose to take into account increasing costs for Adult Social Care and Children’s Services. b) Highways Manger for the Wychavon area is leaving the County Council. Replacement to be announced. c) Mr. Hopkins was thanked for arranging £1800 to be given to the Parish Council from the County Councillor Divisional Fund towards the costs of the new Vehicle Activated Sign. d) No update known on moving the Handgate Lane bus shelter. Police – email received - no incidents to report related to the South Lenches area.

Public Question time: meeting suspended at 20.15, reconvening at 20.20.

85/18 Minutes: resolved that the minutes of meeting held 14.01.19 were an accurate record duly signed by the Chair.

86/18 Clerk’s report: Low Road – awaiting speed survey by County Council. Parish Paths Warden – Post available. The Parish Council would thank the previous Warden for all his work over the last few years. Bus Shelter, Main Street – documents submitted to Land Registry by Solicitors acting for the Council. Lenches Directory - small piece placed in the next edition.

87/18 Reports from representatives: a) Neighbourhood Plan: see Appendix 1. b) Play area: Chair to submit a plan for any work required at the next meeting. Weekly inspection has raised an issue on whether the bark is causing increase of weeds in the play area. Clerk to inquire.

88/18 Election procedure: Clerk briefly went through the process for those members that are considering submitting an application. A notice was circulated to be placed on the website and notice boards to encourage residents’ to apply. Cllr. Mrs. Fletcher would also place a notice in the Lenches Newsletter and design a leaflet for distribution on the work of the Council. Clerk was

requested to find out how many unique visitors the website is getting.

89/18 New Vehicle Activated Sign: information received regarding positioning of pole and revised quote

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from company duly considered. Following advice received it was resolved to purchase model PTSC 904 with battery and statistics license to download the data, post and installation costs of £4020 + VAT. Resolved that £2220 be transferred from Earmarked Reserves to supplement the £1800 supplied by the County Cllr.

90/18 Financial matters. 90.1 Revised Adoption of Grants & Donations Policy approved.

90.2 Resolved to approve payments and bank reconciliation agreed.

90.3 Resolved to set up Direct Debit for annual payments to Information Commissioner.

90.4 Request from The Lenches Lakes for funding towards an External Defibrillator. Following discussion members took the view that the request would not be of benefit to the wider community of the South Lenches due to the isolated position of the site.

90.5 Request for donation for the Summer 2019 Climbing in Evesham to allow for a free climbing day throughout the summer holidays in Abbey Park in Evesham Worcestershire. Resolved to donate £150 towards the event.

90.6 Updates received from grant projects: Lenches Club: the building work is well under way at The Lenches Club with the new toilet structure beginning to take shape. We hope it will be finished by the end of March and are planning a party/launch on May 4th. The second phase will follow as soon as we have sufficient funds and we would be grateful if the Council would consider us for any funding which might be available in 2019/20 as we plan to refurbish the main function room. Village Hall: Waiting on quotes but are hoping to start work during the Easter break.

91/18. Planning Matters. 91.1 Correspondence from owners in relation to Application 18/02308/CU duly noted. It was agreed

that the Council would visit the site in the autumn to hear of future plans for the site. 18/02308/CU - Permission granted.

91.2 Planning process/feedback following applications that have been presented to the Planning Authority duly noted: a) 18/02155/HP – Clover Cottage, Atch Lench. Permission granted. b) 18/02560/HP - Corner House, Evesham Road, Church Lench. Permission granted. c) 18/02193/HP - Rose Cottage, Atch Lench Road, Church Lench. Permission granted. d) 18/02578/HP - Hazeldean, Low Road, Church Lench. Permission refused.

91.3 Planning decisions taken under delegated powers since the last meeting duly noted: a) 19/00162/FUL Archbridge Farm, Low Road, Church Lench. Proposal: Proposed change of use of the land to residential to accommodate a two bedroom static lodge home for kennels manager. Comments: Request that the new house be designated as an agricultural tied dwelling, the same as the main house, to keep it with the local enterprise. b) 19/00186/FUL Baptist Church, Chapel Lane, Atch Lench. Proposal: Demolition of existing dilapidated building and erection of new building and erection of new dwelling adjacent to Baptist Church. Comments: It is understood that the building requires work. Smaller properties are required in the area. c) 19/00257/HP and 19/00258/LB Toy Cottage, Malthouse Lane, Church Lench. Proposal: New single storey flat roofed extension of existing rear flat roofed extension. Comments: No concerns. d) 19/00257/HP - The Hawthorns, Low Road, Church Lench. Proposal: Single storey rear extension.

91.4 Local Green Spaces, Neighbourhood Plan: update on Land Registry Search. Atch Lench – three sites put forward by the Steering Group. Land Registry search completed. It was resolved that the three areas be approved as Local Green Spaces. Church Lench - seven sites put forward by the Steering Group. Land Registry search completed, not all ownership identified for 4 sites. It was resolved that the seven areas be approved as Local

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Green Spaces.

92/18 Correspondence received considered.

92.1 Woodland Grant Scheme: with regard to the map supplied by the applicant the Parish Council would be happy to support the project as it appears to be an excellent concept to protect and enhance the area and existing woodland.

92.2 Letter thanking the Parish Council for the financial support towards “The Lenches in the Trenches” publication.

93/18 GDPR: to consider adopting/revision of the following policies.

93.1 Resolved to approve the revised Freedom of Information document and to adopt the Policy document.

93.2 Resolved to approve Data Audit Schedule.

93.3 Resolved to approve Records/Data Retention Management/Disposal Policy.

94/18. Dates of the following meetings confirmed subject to confirmation from the Village Hall Bookings Secretary: a) Annual Parish Meeting –Tuesday April 9th, 7pm. b) Parish Council Meetings 2019: May 13th, July 8th, September 9th, November 11th, January 13th 2020 and March 9th 2020.

95/18 Resolved not to exclude the public and press as no personnel/contract issues discussed as Council agreed to renew the following with no changes: a) Parish Lengthsman contract for 2019/20. b) Village Pool/Play area contract for 2019/20.

Meeting closed at 9.30 pm.

Correspondence circulated not requiring decision unless requested by a member.

Weekly CALC updates provided via email to all members.

Weekly Worcestershire Roadwork Report via email to all members.

Weekly Neighbourhood Watch reports.

_______________________________________________________________________________________ Public Question Time - 1 parishioner in attendance – matters raised: a) Speed Survey, Low Road – still waiting on update. b) Brought to the Parish Council attention a breach of permitted development in regard to the large

agricultural conversion off Evesham Road which the Enforcement Team have been made aware of. __________________________________________________________________________________________ Appendix 1 - Neighbourhood Plan Report. The Chair of the Steering Group confirmed that the draft of the main Plan document is almost completed subject to a little proofing and annotation of footnotes, the Character Assessment is completed which will be the main Appendix to the Plan. These will be submitted to the planning consultants for review. I would like to let the Parish Councillors and the Steering Group members have printed copies for them to see the current significant result of work done so far. This will cost about £50. Electronic sharing (say via Google Docs) will cost nothing but they are large documents and an earlier attempt to share failed as only one person could open them.

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I was anxious to share the progress with the community by publishing the draft main plan on the website as there has been little physical evidence of the considerable work which has been done since the walk-in exercise a year ago. The Parish Council Clerk and Planning Consultants have advised against premature publishing on the new Parish Council website to avoid issues arising which might not be relevant once the document has been appraised by the consultants. We have the final maps of the valued landscapes and local green spaces at last, and the Clerk will be bringing us up to date with work on identifying ownership of these plots. The draft plan almost certainly will need further revision and correction before it is likely to be acceptable to submit for the first consultation process. Hopefully that will not be too onerous and within the capability of the Parish Council to contend with. Next work starts on the Evidence, Reasoning and Justification document which should pull together all of the relevant history and documentation of our work on producing the plan. Regrettably, my house move is making rapid progress and I will be leaving the Evesham area soon, but I will endeavor to complete as much of the necessary material as I can before handing it over to the Council. Appendix 2. Payments authorised for payment 11th March 2019.

V: No: Chq. No. Reason Income VAT TOTAL

R18-8 - WCC Lengthsman payment 425.00

R18-9 - Insurance claim (Swing) 2592.84

P18-44 1093 Sovereign Design Play System 834.01 5004.04

P18-45 1094 Harvington PC (Rock salt) 0.00 23.45

P18-46 1095 Solicitors fee (Land Registry) 130.00 730.00

P18-47/50 Card Land Registry Search Fees N/A 84.00

P18-48 1096 Installation of Bench. 23.00 138.00

P18-49 1097 Neighbourhood Plan Consultant 60.00 360.00

P18-50/51 1098/99 Administration costs N/A 699.18

P18-52 1100 Village hall Hire N/A 10.00

P18-53 1101 Clerk Training session. N/A 10.00

P18-54 1102 Cancelled Cheque N/A 0.00

P18-55 1103 Lengthsman (Aug – Nov) N/A 425.00

P18-56 1104 Purchase of stationery 6.26 37.56

P18-57 1105 Lenches Directory N/A 30.00

P18-58 1106 Maintenance to Village Pool/Play N/A 504.00

P18-59 1107 Children's Charitable Kayak Trust N/A 150.00

TOTAL 3017.84 1053.27 8205.23