Whitchurch Town Council

Full Council Minutes – 6 March 2017


  Cllr A Jordan *a Cllr J Aves   Cllr M Berridge
  Cllr J Buckley   Cllr S Egan   Cllr C Isbester
  Cllr B Jackman   Cllr R Jordan   Cllr A Klemz
  Cllr F Nicolson *a Cllr H Titcomb   Cllr J Wall
*a Cllr K Watts (BDBC) *a Cllr C Ashfield (BDBC) *a Cllr T Thacker (HCC)
  Also: Mrs K Bleazard, Clerk; Mrs S Woodman, Deputy Clerk; Mr D George; Insp P Pressley; Mr M Nightingale; Mrs R Beasley and 6 students from Testbourne Community School and 3 members of the public.
  (*a denotes absence)

1. Apologies

Apologies were received from Cllrs J Aves, H Titcomb and Ward Cllrs C Ashfield and K Watts.

2. Declarations of Interest

There were none.

3. Recording of the Meeting

All present were asked to note that this meeting is recorded by the Council and may be recorded by members of the public.

4. Minutes

Cllr J Wall PROPOSED that the Minutes of the Meeting of Full Council of 6th February 2017 be approved; SECONDED by Cllr M Berridge.  There voted 4 in favour; 6 abstained and the Resolution was carried.

5. Monthly Reports

i) Chairman’s Report

The Chairman gave a brief report (see Appendix A).

ii) Borough/County Councillors’ Report

The Clerk read out Ward Cllr C Ashfield’s report (see Appendix B).  Referring to item 4 in her report, Cllrs A Jordan and C Isbester clarified that the Town Council would not be interested in taking over management of the public toilets, should BDBC cease to do so.

The Clerk then read out Ward Cllr K Watts’ report (see Appendix C).  There was no report from the County Councillor.

iii) Police Report

There was none.

6. Presentation from Testbourne School Students

As part of their GCSE in Citizenship, six students from Testbourne Community School had launched a campaign to calm traffic speed in Micheldever Road and were invited to give a presentation to the Council.  They explained how they had:

  • Carried out a survey among residents of Micheldever Road to obtain their views on traffic around the school
  • Set up a petition against speeding drivers which had collected over 100 signatures
  • Sought the support of Ward Councillors and the Community SpeedWatch team
  • Put up posters in their school to educate students in taking responsibility to cross roads safely
  • Suggested various measures to mitigate congestion and speeding.

They went on to answer several questions from Members.  Cllr A Jordan thanked them for an excellent presentation and encouraged them to contact the Town Council with any concerns they may have in the future.

For continuity, Councillors agreed to move Item 11 (Community SpeedWatch) to this point on the agenda.

7. Community SpeedWatch

Mr M Nightingale gave an update on the scheme’s progress (see Appendix D).  Because the Community SpeedWatch (CSW) initiative is a Hampshire Constabulary partnership scheme, they had issued a document which team members are required to sign before the scheme can be implemented.  Some of the team members had concerns over the nature of the document and declined to sign, meaning that the CSW scheme is suspended until the issues can be resolved.  Inspector Paul Pressley responded to the concerns raised and clarified that the document is simply a Service Level Agreement (SLA) which had already been signed by nearly 900 volunteers across the county, although he acknowledged that some minor revisions are needed.  He asked Mr Nightingale to send him details of the points disputed and Cllr A Jordan asked for a copy of the revised SLA to be sent to the Clerks and the CSW team.  All wished for a speedy resolution to the matter.

8. Development Committee – Chairman’s Report

Cllr J Buckley’s report had been previously circulated (see Appendix E).  He noted that the training date of 8th March for Tree Wardens had been postponed.

9. Leisure and Environment Committee – Chairman’s Report

Cllr F Nicolson gave her report (see Appendix F).

10. Resources and Policy Committee

i) Chairman’s Report

There was none.

ii) Selection of Chairman–Elect and Deputy Chairman-Elect for 2017-18

Cllr J Buckley and Cllr B Jackman were both nominated for the post of Chairman-Elect.  Cllr Jackman declined the nomination and read out a short statement in support of Cllr Buckley (see Appendix G).  Cllr A Jordan PROPOSED that Cllr J Buckley is selected as Chairman-Elect for the year 2017–2018, subject to formal election at the Annual Meeting in May 2017; SECONDED by Cllr B Jackman.  There voted 9 in favour, 1 abstained and the Motion was carried.

There were two nominations for Deputy Chairman Elect.  One, being Cllr J Buckley, was withdrawn and the other was for Cllr F Nicolson.  Cllr A Jordan PROPOSED that Cllr F Nicolson is selected as Deputy Chairman-Elect for the year 2017–2018, subject to formal election at the Annual Meeting in May 2017; SECONDED by Cllr A Klemz.  There voted 9 in favour; 1 abstention and the Motion was carried.

iii) Confirm the List of Payments for February 2017

Cllr J Wall PROPOSED that the lists of payments for February 2017 is approved; SECONDED by Cllr A Jordan.  The vote was unanimous.  (See Appendix H).

iv) Grant Applications

PTFA Testbourne School – The PTFA had applied for £500 to set up a charity fun run.  Members felt that the application lacked sufficient detail on the use of the monies.  Cllr A Klemz PROPOSED that additional information is requested to enable a decision to be made; SECONDED by Cllr R Jordan.  There voted 9 in favour, 1 against and the Motion was carried.

1st Whitchurch Guides – Application for £225 to fund a conservation trip with overnight stay for those children who could not otherwise afford to go.  It was agreed that the request could be more appropriately directed to the Whitchurch Welfare Trust.  Cllr A Klemz PROPOSED that the applicants are directed to apply to the Whitchurch Welfare Trust; SECONDED by Cllr S Egan.  The vote was unanimous.

Whitchurch in Lights – Request for £1,500 to enhance the towns with hanging baskets and Christmas lights.  After some discussion Cllr A Klemz PROPOSED that Whitchurch in Lights is offered match funding up to £1,000, where an equivalent amount is sought from local businesses and/or the community; SECONDED by Cllr B Jackman.  The vote was unanimous.

v) Appointment of Internal Auditor

The Clerk had obtained two quotes from internal auditors, at £605 including travel expenses and £450.  Councillors felt that although the quotation from Tim Light was higher, he was recommended by a neighbouring parish council and it was considered that his accreditation and experience would provide better value for money.  Cllr S Egan PROPOSED that the quotation of £605 from Tim Light is accepted; SECONDED by Cllr F Nicolson.  There voted 8 in favour; 2 abstained and the Motion was carried.

vi) Financial Risk Assessment for 2016 – 2017

Cllr J Wall PROPOSED that the document as reviewed is accepted; SECONDED by Cllr A Klemz.  The vote was unanimous.

11. Trustees of Whitchurch Town Hall –  Chairman’s Report

There was nothing further to report.  Cllr Klemz said that he was considering how best to inspect the roof and carry out any repairs necessary.

12. 2018 – 100th Anniversary

Cllr J Buckley said that he had been contacted by the Press and he would produce an article for the website and Parish Magazine.

13. Whitchurch Strategic Plan and Vision Statement

Cllr A Jordan said he was awaiting feedback from the committees, and hoped to publish a draft for public consultation by the time of the Annual Town Assembly.

14. Neighbourhood Plan

Mr D George gave a report (see Appendix I).

15. ‘Sitting with Jane’ Sculpture Trail

There was nothing further to report.

16. Annual Community Awards

As there have been nine nominations for the 2017 Community Awards, the Clerk suggested that a small panel is formed to select six recipients from among them.  Cllr A Jordan PROPOSED that the selection panel should comprise five councillors and four representatives of the local community (from business, the church, educational establishment and the youth sector).  SECONDED by Cllr R Jordan; the vote was unanimous.

Cllrs S Egan, B Jackman, F Nicolson, C Isbester, M Berridge and J Buckley volunteered as panel members and it was further agreed that Cllr B Jackman would lead the group and contact the community representatives. ACTION: BJ

17. Whitchurch Welfare Trust

Cllr A Jordan PROPOSED that Alex Webb is re-nominated as the Town Council’s appointed Trustee to the Whitchurch Welfare Trust; SECONDED by Cllr J Wall.  There voted 9 in favour, 1 abstention and the Motion was carried.

18. Representatives to Outside Bodies Report

i) Millennium Meadow Report

There was none.

ii) Silk Mill Report

Nothing further to report.

 iii) Friends of QEII Field Report

In response to a request through Cllr M Berridge, Cllr C Isbester PROPOSED that the Friends of QEII Field are given the opportunity to dig up snowdrops outside the new development at Winchester Road and replant at Daniel Park; SECONDED by Cllr R Jordan.  All were in favour.

iv) Whitchurch Association Report

Cllr B Jackman reported that Julia Trinder has taken up the post of Centre Manager, and that Mr Russell Bainbridge had stood down as a Trustee.

19. General Correspondence

  • HALC – the Clerk read out their response to WTC’s query about the choice of venue for the 2017 Annual Conference.
  • Duke of Edinburgh (DoE) Award – the Clerk reported that Natalie Hawrylak (Testbourne Community School) had completed the required amount of volunteering as part of the DoE award scheme, collecting 4,711 pieces of litter over a period of three months.  Member were unanimous in commending her for her community spirit and agreed to publicise her achievement, with her permission, on the town website.

The meeting closed at 9.23 pm.

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