Tuesday 12^th February 2008

Shenstone Village Hall, Barnes Road, Shenstone

				Reason for Absence
Present:	Councillors	Mrs Coton	(Chair)
		D. Salter	(Vice-Chair)
		T. Cox
		Mrs R Hancocks
		C. Hollingsworth
		Mrs. McGing
		Cllr J. Mason
		Mrs. E. Minchin
		Miss V. Owen
		I. Sanderson
		Mrs. J. Summers
		Mrs V Thomas
		Mrs. J. Wilson
	Clerk	Mrs Nelson
	District	Cllr Mrs Bayliss	Staffordshire County Council
	County	Cllr. M. Ellis	Staffordshire County Council
Apologies	Parish Police	Cllr. P. Hadley PC Jon Ratcliffe
Members of the Public		1

Minute No		Action
113	Public Participation
113.1	One member of the public in attendance	All
114	Apologies
114.1	As above
115	Declarations of Interest (on Agenda Items)
115.1	None
116	Minutes of the Last Meeting
116.1	Minutes from Tuesday 8^th January 2008 Full Council Meeting were agreed as a true record, approved and signed by the Chairman
117	Matters Arising (FOR INFORMATION ONLY)
117.1 i	The Chairman of Shenstone Playing Fields Management Committee confirmed that they are in receipt of the ‘Drafts Head of Agreement – Pavilion’ document (minute 108 Shenstone Parish Council Full Council Meeting 8^th Jan 2008 applies) which they feel is extremely detailed and long-winded and it was indicated by Chair of SPFMC that these would not be signed until amendments made. Details were provided of the current agreements in place.
117.1.ii	Councillor Tim Cox gave a comprehensive overview of current relationship between the Parish Council and Shenstone Playing Fields Management Committee and the Pavilion Club. Shenstone Parish Council is the Custodian Trustee of the site but the management of the Playing Fields and the building known as the Pavilion Club is under the responsibility of SPFMC – this includes arranging annual contracts with tennis clubs, cricket clubs and football clubs, ensuring utility bills are paid and the site maintained to a good, safe standard.
117.1.iii	It was suggested that a more formal relationship between SPFMC and the tenants of the Pavilion Club need to be established as currently ambiguous, members of the Parish Council are willing to help with this undertaking.
117.1.iv	Currently a section of the Pavilion Club is being rented and provides a bar and concert venue where live music is showcased. Current details of the rental agreement between SPFMC and the Pavilion Club are unclear.
117.1.v	It was identified that there may be conditions which the Parish Council are not aware of with regards to facilities/equipment required by the Football Club and further information required.
117.1.vi	Concern was raised that the SPFMC currently not financially covering their commitments, hence the requests during 2007/08 for Emergency Grant Funding for utility bills and insurance, the Parish Council appreciates the work being done by the SPFMC and will provide assistance where possible however SPFMC need to ensure that they financially cover what are essentials – i.e. insurance, power utilities etc.
117.1.vii	Chairman of SPFMC reported that there is a close working relationship in place between the SPFMC, the football club and tenants of the Pavilion and advised that currently they feel poorly supported by the Parish Council.
117.1.viii	Clerk stressed that this was definitely not the case and that the work undertaken on behalf of the Parish at the Playing Fields was greatly appreciated however there was a need to work more closely to ensure financial responsibilities and commitments were covered as emergency grant funding was not a responsible way to secure funding as the Parish Council has to be totally accountable for all money spent in the Parish and needed to be made aware well in advance to ensure adequate funds can be allocated as appropriate and lawful.
117.1.ix	Thanks were given to Councillor Cox for the full, clear and comprehensive way he explained the current situation.
117.1.x	It was recommended that initially a meeting should take place between members of Shenstone Parish Council and SPFMC – a request for volunteers was made from the Parish Council and Councillors David Salter and Tim Cox volunteered Councillor Paul Hadley had previously indicated he would be available to assist. Recommended that clerk organise a meeting at the earliest convenience between SPFMC chairman and Parish Council members to resolve outstanding issues with insurance payments and leases.	DS TC PH Clerk
118	Lammas Land / Little Holmes
118.i	Chairman reported good news - Jim Calder from the Lammas Land Management Committee (LLMC) has reported that Network Rail have verbally agreed to re-instate the pathway between Little Holmes and Lammas Land (Ref 205258 – see copy letter attached) All members wished to forward a vote of thanks to LLMC for their hard work and dedication - this good news will be reported in the next edition of the Parish Council Newsletter.	Ongoing
118.ii	Further to the meeting with the Loss Adjuster from Zurich Insurance in December no further information has been received by the Parish Council re the ongoing Insurance claim for loss of crops	Ongoing
118.iii	Remedial Work to Willow Trees i) Remedial work to Willow Trees has been completed to good standard. Cost £400.00 + vat ii) Environment Agency to be invited to inspect the site and to advise if any further works are deemed necessary.
118.iv	Damage to Little Holmes - South Staffordshire Water plc (SSW plc) i) It was reported that SSW plc have dug drains from the back of the Pumping Station (Shenstone) and have cut a swathe approximately 20 yards wide across the field of at the back of the Pumping Station, removed the fence to the Little Holmes and progressed down to Footherley Brook digging 2 trenches across Little Holmes land. ii) Shenstone Parish Council had not been advised by SSW plc that this work was taking place nor consulted in any way. iii) Jim Calder (LLMC), Richard Partridge (LLMC) and clerk had been made aware of activity on the site and visited as the drains were being dug and requested that the contractors stop work immediately. iv) Initially the work was halted however SSW plc continued to complete the task without requesting permission from Shenstone Parish Council. v) A 100 year old hedge has been removed and ancient meadow ploughed up. The fence between land owned by SSW plc and the Little Holmes had been taken up and the trenches dug down to Footherley Brook causing devastating damage. vi) 2 Inspection covers have also been inserted in concrete with cast iron covers. vii) LLMC and clerk had contacted SSW plc to formally complain and a meeting took place on the site on Monday 4^th February 2008 at 3pm with Mr Tim Fletcher, Estates Manager SSW , Cllrs Hollingsworth, Hadley, Cox and Parish Clerk along with Richard Partridge from LLMC. Tim Fletcher apologised profusely and agreed that remedial work would be the financial responsibility of SSW plc. viii) It was noted at this site visit that the fence had been replaced to a good standard. i ix) It was agreed that stones and edging for a footpath would be provided and paid for by SSW plc. x) Shenstone Parish Council requested that SSW contact Staffordshire Wildlife Trust directly to ensure that appropriate species of meadow, hedging etc. were sourced and utilised to make right the extensive damage caused. Tim Fletcher has agreed to this - (see letter attached) xi) Clerk contacted Lichfield District Council Legal Department for further advice – they confirmed that all work to rectify the damage caused is the financial and moral obligation of SSW plc and that these should be completed to the satisfaction of the Parish Council/ LLMC xii ) If SSW plc fail to complete the work to the satisfaction of the Parish Council/LLMC there may be grounds for legal redress. xiii ) Shenstone Parish Council to write to SSW plc to complain most strongly about the inappropriate way this work has been undertaken without prior warning or consultation and to confirm that all will be made good in accordance with Staffordshire Wildlife Trust, Shenstone Parish Council and LLMC. (letter attached)	Ongoing
119	Endorsement of Committee Decisions
119.1	Community Liaison –
119.1.i	Minutes from 4^th February 2008 were reported - Next Community Liaison Meeting to take place on Monday 17^th March 2008 at 1100am in the Parish Council Office.
119.1 ii	Clarification was requested regarding a parishioners request for a letters page, chair of Community Liaison committee advised that Parish Council needs to be mindful of misrepresentation and slander.	Clerk
119.1.iii	A member suggested that perhaps a ‘Your Village’ page could be included about Shenstone, Stonnall and Little Aston with an historical perspective i.e ‘Why does Shenstone have such a prestigious Railway Station?’ this suggestion was warmly received and will be discussed at next Community Liaison meeting.
119.1.iv	Chair of Community Liaison advised that certain constraints have to be considered there are guidelines as to what should and shouldn’t be included but the committee can consider a revamp with members suggestions in mind.
119.1.v	A member raised concern about using the local newspapers to distribute the magazine can lead to parishioners missing the newsletter as it may be viewed as spam. A discussion followed and it was suggested that perhaps if 2 magazines were produced per year the money saved on paying for distribution via the newspapers could be put towards postage.
119.1.vi	Members considered if perhaps two newsletters should be produced per annum rather than the current four editions.
119.1.vii	A discussion ensued about the inclusion of advertisements – Chair of Community Liaison committee advised that a Parish Council Magazine has to adhere to certain constraints and is there to promote the Parish Council and the work undertaken by said council. Clerk to check exact criteria i.e. how many editions should be produced per annum, guidance as to advertising etc.
119.1.vii	Parish Notice Boards - further to the advert placed in the January Edition of the Newsletter four requests were received for Notice Boards - it was Resolved that the first three requests received will be given the Notice Boards – namely: i) St. John’s Church, Shenstone ii) St. Peter’s Church, Stonnall iii)_ Little Aston Centre, Little Aston
119.2	Planning
119.2.i	Minutes from Planning Meeting 4^th January 2008 were made available
119.2.ii	Next Planning Meeting 25^th February 2008 – 5pm in the Parish Council Office
119.2.iii	Clerk in receipt of letter and amended plan for Lynn Lane Farm, Shenstone which was delivered by hand to the Parish Council Office. The applicant requested if there was anyway a quicker decision could be made re this small alteration. RESOLVED: That the amended plan would have to go through Lichfield District Council and usual channels prior to decisions being made. Clerk to advise applicant of this resolution.
119.3	Property, Health and Safety
119.3.i	Chair of Property Health and Safety reported that clearance work of trees in the river has been successfully undertaken.
119.3.ii	Varnishing of wooden benches on the Lammas Land have not yet been completed due to weather conditions	On Going
119.3 iii	Litter Bins, Dog Waste Bins and Street Furniture a) Reports for each ward have been completed and suppliers have visited the office with brochures and prices b) PHS committee have been made aware that new legislation enables dog litter to be placed in standard litter bins c) PHS committee aware that the rolling programme of replacement has taken considerable time, however a meeting has been called of the PHS Committee on Wednesday 20^th February 2008 at the Parish Council Offices, 25c Main Street, Shenstone, Staffordshire - commencing at 1500hrs where decisions will be made and orders finalised.
119.3.iv	Staffordshire Highways - Lengthsman Scheme - Information was distributed to members re the Lengthsman Scheme and it was agreed that the PHS Committee should at the Wednesday 20^th February 2008 Meeting to discuss if it is appropriate to apply for the Lengthsman Scheme Staffordshire Highways for 2008 to 2009.
119.4	Finance
119.4.i	Minutes from meeting held on Monday 4^th February 2008 were available for inspection
119.4.ii	Summary of payments and receipts for January and February (to date) were presented
119.4.iii	February cheques for payment were presented and approved and cheques signed
119.4.iv	Precept 2008 to 2009 Chair of Finance presented the Precept for 2008 to 2009 (copy attached) and gave full explanations where decreases and increases in type of expenditure noted and explained. Members were all issued with financial breakdown for the 2008 to 2009 Precept
119.4.v	Precept for 2008 to 2009 - £129,000.00 Members were asked for a Proposer and Seconder A vote was made and unanimously carried. RESOLVED THAT: SHENSTONE PARISH COUNCIL TO REQUEST PRECEPT PAYMENT OF £129,000.00 FROM LICHFIELD DISTRICT COUNCIL FOR 2008 TO 2009 FINANCIAL YEAR	Clerk
120	Traffic Matters
120.i	BLOCKED DRAIN AT BARNES ROAD WHICH HAS CAUSED FLOODING TO PROPERTIES Staffordshire County Council Highways Department had advised that the jetting of this drain was the financial responsibility of the Parish Council - Members are of the opinion that any such work should be undertaken and paid for by Staffordshire Highways. Members requested verification from County Councillor Ellis who advised that records are available from the archive at County Council which can be accessed from microfiche files.	Clerk /Staffordshire County Council
120.ii	Update was requested about the closure of the railway bridge Lynn Lane during July /August 2008 . Concerns were raised from Stonnall Ward Members re the proposal for one way traffic through Stonnall Ward especially Main Street Stonnall as this would mean inappropriately sized lorries using roads which are not large enough to cope with them. Councillors from Stonnall Ward raised concern about the safety of parishioners, especially children and elderly. RECOMMENDED THAT THE PARISH COUNCIL REQUEST A DEFINITIVE PLAN FROM HIGHWAYS AS TO HOW TRAFFIC WILL BE MANAGED DURING THE REPAIR OF THE RAILWAY BRIDGE AND PLANS REQUIRED OF SIGNAGE WHICH WILL BE PUT IN PLACE - DISTRICT COUNCILLOR MRS. ERICA BAYLISS VOLUNTEERED TO GET THIS INFORMATION AND REPORT BACK TO COUNCIL.
120.iii	Traffic speeding around the Parish, the Parish Council were made aware that 30mph roundels are available for distribution to parishioners to stick onto their wheelie bins (a similar initiative has been taken up in Drayton Bassett). These may aid traffic calming. CLERK TO INVESTIGATE FURTHER	Clerk to investigate
121	Pavilion Club - Way Forward
121.i.a	SPFMC have indicated that the ‘Draft Heads of Agreement’ may not be accepted (min 117.1)	PH
121.i.b	A meeting between SPFMC (Cathi Penrose - Chairman) Parish Council (Cllrs Cox, Hadley, Salter) and Parish Clerk be arranged at the earliest convenience to discuss how the Pavilion Club building and tenants be managed in the future	Urgent Action
121.i.c	The goal posts sited at the rear of Lincoln Croft have not been moved (as was previously agreed at an open meeting held in 2007) and that footballs have been retrieved from private gardens without permission being given. The Shenstone Playing Fields Management Committee and Football Team will again be made aware and Parish Council to be advised when the posts have been moved.	TC /Clerk
121.ii	Emergency Grant Fund – Pavilion Club - Insurance This was discussed at length and it was RESOLVED: that Clerk contact Zurich Insurance to extend the date of cover until the meeting between SPFMC and Parish Council has taken place (see min 121.i.b)
122	Parish Notice Boards
122.i	Apologies were given for the delay in getting the new boards in situ - weather conditions have been a factor. It was advised that the Stonnall Notice board is actually set into tarmac so may be a bigger job than anticipated. Councillor Salter and Councillor Hollingsworth will liaise to oversee this project. .	Clerk
122.ii	As previously reported - old notice boards to be donated to: i) St. John’s Church, Shenstone ii) St. Peter’s Church, Stonnall iii)_ Little Aston Centre, Little Aston Parish council will not be responsible for any work required to upgrade and install these boards
122.iii	Stonnall and Little Aston Notice Boards Once new boards in place a Councillor from Stonnall and Little Aston Ward will be required to maintain the information displayed in the Notice Board Shenstone Board can continue to be maintained by clerk.	Ongoing
123	Review of Devolved Powers and Standing Orders
	Shenstone Parish Council has established sub-committees to cover the following areas: i) Planning ii) Community Liaison iii) Finance & Legal iv) Property, Health and Safety v) Employment & Standards These sub-committees act on behalf of the Parish Council to make informed recommendations which are put to Full Council for approval. None of the sub-committees have devolved powers. A member raised concern that the Planning Committee is the only sub-committee which makes decisions which are acted upon immediately and do not go through full council for approval, this is due to time-constraints as plans received require comment within 21 days of date of plan and as no terms of reference are in place for the Planning committee they could be seen to be working outside their remit. It was agreed that the current sub-committees work well and that it would not be conducive to change the current set-up. Following extensive discussion it was RESOLVED that Terms of Reference for all sub-committees should be produced and presented to Full Council for approval.	Ongoing
124e	Correspondence
124.1	Correspondence for Attention - report copy provided to members
124.1.a	S106 – following discussion it was advised that Shenstone Parish Council put together a scheme as a matter of priority - consultations with parishioners have been completed and results published. S106 to be agenda item at next Full Council Meeting.
124.1.b	Parish Council to send a letter of thanks to Jim Calder for his successful work in ensuring the pathway connecting the Lammas Land to Little Holmes is re-established.
124.2	Correspondence for General Information - report copy provided to members
125	Date, Time and Venue of Next Meeting
125.1	Little Aston Primary School, Forge Lane, Little Aston, 7.15pm on Tuesday 11^th March 2008 – incorporating site visit to Little Aston Recreation Ground
125.2	Stonnall Youth and Community Centre, Main Street, STONNALL 7.15pm Tuesday 8^th April 2008

Chairman 12^th March 2008

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Tuesday 11^th March 2008 - 7.15pm

Little Aston Primary School, Forge Lane, Little Aston

				Reason for Absence
Present:	Councillors	D. Salter	(Chair)
		Mrs R Hancocks
		C. Hollingsworth
		Mrs. S. McGing
		Cllr J. Mason
		Mrs. E. Minchin
		Mrs. V. Neale
		I. Sanderson
		Mrs. J. Summers
		Mrs V Thomas
		Mrs. J. Wilson
	Clerk	Mrs Nelson
Apologies	Parish Police	Cllr. Mrs. J. Coton Cllr. T. Cox Cllr. Mrs. J. Summers District Cllr.Mrs. E. Bayliss PC Jon Ratcliffe
Members of the Public		1

Minute No		Action
126	Public Participation
126.1	i) One member of the public in attendance ii) The ongoing problem of overspill parking from Shenstone Railway Station was raised - especially around Admiral Parker Drive area of Shenstone where vehicles are parking on both sides of the road and on the pavements. iii) There are major concerns that pedestrians are having to use the road as the pavements are blocked by parked vehicles. iv) A number of parents walk with their children on the school run and are finding it increasingly hazardous. v) A discussion followed and the merits of various solutions were discussed. vi) Members of the Parish Council advised that this has been a cause of concern for some time and actions had been taken to raise these issues with Police and Highways departments. vii) Details were given of the Save Our Shenstone Organisation who actively monitor traffic concerns in and around the Shenstone Area Clerk to write to Highways and Police to again raise the very real concerns of parishioners and members and report back at next Full Council Meeting	All
127	Apologies
127.1	As above
128	Declarations of Interest (on Agenda Items)
128	District Councillor Mrs. R. Hancocks - Agenda Item 135
129	Minutes of the Last Meeting
129.1	Minutes from Tuesday 12^th February 2008 Full Council Meeting were agreed as a true record, approved and signed by the Chairman
130	Matters Arising (FOR INFORMATION ONLY)
	i) Damage to Little Holmes Nature Reserve by South Staffordshire Water – Clerk to request further details from SSW plc to clarify the specification of the pipe installed, and a full detailed map showing pipe and locations of manholes and covers. ii) Compensatory Package - SSW plc - Clerk was requested to contact SSW plc to request if provision of litter and dog bins on Lammas Land could be funded by SSW plc .	Clerk
131	Lammas Land/Little Holmes Update
131.1	i) Lammas Land Management Committee have contacted the Parish Council to advise that funds are currently low and to request donation for 2008 to 2009 ii) Clerk checked through minutes and no payment has been made to the LLMC during 2007 to 2008 iii) Members discussed if there would be any financial advantage if the Parish Council funded purchases directly for the LLMC. Clerk to investigate legalities of this and report back. RESOLVED: To donate £1500 to Lammas Land Management Committee for fnancial year 2007 to 2008. As a condition of this donation the LLMC to provide full account of expenditure for this grant.
132	Endorsement of Committee Decisions
	All sub-committees work in progress to formalise Standing Orders and Terms of Reference for Financial Year 2008 to 2009	ONGOING
132.1	Property Health and Safety Committee
	i) Replacement of Litter Bins, Dog Bins and installation of benches - an extraordinary meeting has been planned for 20^th February 2008 to finalise order and work out replacement timetable ii) Following recommendation from PHS Committee it was RESOLVED: Shenstone Parish Council to apply for the Highway Maintenance aspect of the Lengthsman Scheme for 2008 to 2009 and review effectiveness at the end of financial year iii) New Notice Boards still to be installed iv) Village Welcome Planters - trial - Stonnall it was agreed that Village Planter be installed at Stonnall (max total cost £75.00) v) Staffordshire Parish Council's Association £2000 grant received for planting projects throughout the parish – - it was agreed that £500 should be granted to each traffic island (total 1,500) - it was agreed that total £500 total should be spent on Welcome Planters initiative vi) Finger Posts Stonnall – Clerk to request further action from District Council	ONGOING ACTION CLERK DS CH
132.2	Finance Committee
	i) Financial Year end - work on end of year reports in readiness for Audit ii) Following recommendation from Finance Committee it was RESOLVED: Shenstone Parish Council request Precept of £129,000 for 2008 to 2009 iii) Utilisation of contingency towards replacement/refurbishment of litter bins/ dog litter bins and street furniture was unanimously agreed
132.3	Community Liaison Committee
	i) Meeting held 4^th February 2008 RESOLVED: April edition of Newsletter to include 1 A4 page of business card sized adverts ii) Committee considering alternative methods and costs of distribution of the newsletter i.e. by post, e-mail or direct distribution iii) Committee to consider content and size of newsletters - to maintain Quality Status 4 editions must be produced per annum minimum requirement 1 A4 sheet iv) Committee to provide full report at next Full Council Meeting
132.4	Planning Committee
	i) Planning Committee continues to run well ii) Meeting held 4^th February 2008 next meeting 25^th February 2008 at 5pm iii) No decision has been made regarding Birmingham City Council Plan N/06/987-07FUL – Tesco Express Site at 218 Rosemary Hill Road -	ONGOING
132.5	Employment Committee
	Chairman of Employment Committee will provide an update report at next Full Council Meeting
133	Traffic Matters I) An update regarding proposed works at the Railway Bridge Shenstone was distributed to members. ii) Work is provisionally scheduled for Jan 2009	ONGOING
134	Pavilion Club/ Shenstone Playing Fields Management Committee
134.1	A meeting between Shenstone Parish Council and the Playing Fields Management Committee to discuss the way forward has been arranged for 6pm on Tuesday 25^th March 2008 at Shenstone Village Hall committee room.	ONGOING
135	Shenstone Village Hall - CCTV Forward Plan
135.1	i) Following vandalism of CCTV cameras at Shenstone Village Hall Members were asked to consider if funding should be given to upgrade the system in place and towards ongoing maintenance costs. ii) Following extensive discussion Members requested that further details of financial implications regarding upgrade and maintenance costs should be made available prior to any decisions being made iii) In the short-term the system should be repaired (as covered by insurance) to maintain status quo.	ONGOING
136	S106 Way Forward
136.1	i) A sum of £30,260 remains unallocated at District Council. Shenstone Parish Council have been consulted to determine a project which could usefully utilise this windfall sum. ii) Shenstone Parish Council have undertaken extensive Public Consultation – the results of which have been published in Newsletter iii) Shenstone Parish Council to provide suggested scheme to Lichfield District Council RESOLVED: Following extensive discussion and a vote (9 for ./ 1 against) Members agreed to put forward a scheme to upgrade and improve the Nature Reserve Area (known as the Lammas Land and Little Holms) Clerk to send an initial report to Lichfield District Council to seek approval (copy of report attached).	ONGOING
137	Shenstone Parish Council Forward Plan 2008 to 2009
137.1	Clerk provided a list of projects for Members to consider to enable a Forward Plan to be prepared.	ONGOING
138/139	Correspondence
	Reports attached
140	Date, Time and Venue of Next Meeting
140.1	Tuesday 8^th April 2008 at 7.15pm - Stonnall Youth and Community Centre
140.2	Tuesday 13^th May 2008 at 7.15pm - Shenstone Village Hall, Barnes Road

Chairman Tues 8^th April 2008

Tuesday 8^thApril 2008 – 7.15pm

Stonnall Youth and Community Centre - Main Street, STONNALL

				Reason for Absence
Present	Councillors	Mrs. J. Coton	(Chair)
		D. Salter	(Vice-Chair)
		Mrs R Hancocks
		C. Hollingsworth
		Mrs. S. McGing
		Cllr J. Mason
		Mrs. E. Minchin
		Mrs. V. Neale
		I. Sanderson
		Mrs. J. Summers
		Mrs V Thomas
		Mrs. J. Wilson
	Clerk	Mrs Nelson
	District	Cllr. Mrs. E. Bayliss
Apologies	Parish Police	Cllr. T. Cox PC Jon Ratcliffe
Members of the Public		1

Minute No		Action
141	Public Participation
141.1	i) One member of the public in attendance was introduced to members as a prospective candidate for the vacancy of Councillor for Stonnall Ward. ii) The prospective candidate was invited to give a brief presentation to members. iii) Co-option of New Councillor will be agenda item at next Council Meeting to be held on Tuesday 14^th May 2008 at 7.15pm - Shenstone Village Hall.	All
142	Apologies
142.1	As above
143	Declarations of Interest (on Agenda Items)
143.1	None declared
144	Minutes of the Last Meeting
144.i	i) Minutes from 11^th March 2008 - clerk to amend Members present as Councillor Mrs. J. Summers had given apologies for this meeting. ii) All other content confirmed as correct. CLERK TO AMEND MINUTES AND PRESENT FOR SIGNATURE AT NEXT FULL COUNCIL MEETING
146	Matters Arising (FOR INFORMATION ONLY)
	i) Traffic Matters – the ongoing problems (as identified by parishioner at previous full council meeting) of inappropriate parking around Shenstone will be discussed as a separate agenda item – number 149 ii) CCTV Cameras - Shenstone Village Hall - no further information has been provided.	Ongoing
147	Lammas Land/Little Holmes Update
147.1	i) Lammas Land Management Committee working with South Staffs Water to rectify damage caused ii) South Staffs Water Company failed to notify Parish Council and LLMC of work undertaken on site – a subsequent site visit with members of SSWC/LLMC and Shenstone Parish Council was called and all parties advised of their responsibilities. iii) A Member requested that the following be minuted – Members of Shenstone Parish Council extremely disappointed by the conduct of the Management Team at South Staffordshire Water Company(plc) with regards to their failure to communicate proposed works and by ongoing failure to consult with Shenstone Parish Council and appropriate nominated committee representatives regarding work to rectify the extensive damage caused at the Little Holms/Lammas Land site. iv) Lammas Land Management Committee AGM - will be held on Wednesday 16^th April 2008 at Richard Cooper Rooms, Shenstone at at 7.30pm
148	Endorsement of Committee Decisions
	All sub-committees work in progress to formalise Standing Orders and Terms of Reference for Financial Year 2008 to 2009.	ONGOING
148.1	Community Liaison
	i) Timings of Newsletter - Chair of Community Liaison Committee reported that preparation of the April Edition has been delayed awaiting preparation of year end financial reports ii) Currently newsletter is distributed April, July, October and January – discussion followed and Members considered that it would be beneficial to change timings to May, August, November and February iii) Format of newsletter was discussed, currently 2 x editions 4 pages, 2 x editions 8 pages – the 8 page editions contain 1 x A4 side of adverts at £10.00 per business size card iv) Delivery of newsletter was discussed - currently newsletter is inserted into local newspaper for delivery – following options were discussed a) Member offered the facility to use Franking Machine b) Details of Direct Mailing Company who charge £50.00 per 1000 deliveries represents good value for money, wider distribution coverage and publications going directly to parishioners rather than inserted into another publication c) Advertising currently only in 8-page editions - current charge £10.00 per business card – up to 10 per A4 page- it was suggested to increase the rate for 2008 to 2009 to £15.00 per business card size advert (see report attached - appendix 1) Following extensive discussion it was RESOLVED: that Shenstone Parish Council will produce 4 publications per annum. 2 x 8 –page main publications to be distributed in May and December to include 1 side A4 adverts Fees for 1 x business card sized advert to increase to £15.00 for 2008 to 2009 financial year May and December publication to be 2-colour tonal To be distributed by direct mailing company Interim editions in August and February to be 1 page (single sheet A4) to be available from Parish Council Office and other Parish Outlets.
148.2	Planning
	i) Members of the Planning Committee continue to meet every 3 weeks ii) Planning applications received from Lichfield District Council allow 21 days for Parish Council to make observations or pass comments iii) In order for the Planning Committee to ensure all plans received are commented upon on behalf of the Full Council, delegated powers to respond on behalf of the Full Council are requested RESOLVED: Planning Committee have delegated powers to respond to Planning Applications received from Lichfield District Council on behalf of Shenstone Parish Council . Terms of Reference for the Planning Committee are currently being revamped - and will be presented to Full Council for adoption.
148.3	Property, Health and Safety
	i) Notice Boards still not installed, following discussion and presentation of quotations it was RESOLVED: Local Contractors to be used to install the boards in the three wards ii) Litter Bins - Supplier agreed and Clerk authorised to place order . Offers were received for storage prior to installation. iii) Village Planters – details of initial Welcome Planter installed in Stonnall were distributed to Members .and thanks were given to the Stonnall member who constructed, installed and planted the street furniture whjch comes with 20 year warranty. - Ward Members were given the opportunity to order further planters. - Stonnall Ward Members requested a further 2 planters - Shenstone Ward Members requested initial 2 planters - Little Aston Ward Members requested further time to make a decision - Thought now has to be given to on going maintenance – this to be addressed at next Property Health and Safety meeting RESOLVED: 2 Members volunteered to install and plant the Stonnall and Shenstone Planters – Clerk requested to confirm that insurance cover in place to cover this work.	ONGOING ONGOING
148.4	Finance
	i) Grant Funding 2008 to 2009 - Members agreed that the Grant Funding procedure for Grants from Shenstone Parish Council to Local Groups needs to be more professional ii) Clerk to research Grant procedures from Lichfield District Council and Staffordshire County Council to enable a comprehensive, detailed and easy to use Grant Application Form to be created and put into use. iii) Next Finance Committee on Monday 19^th May 2008 at 5pm	ONGOING
148.5	Employment Committee
	i) Chairman of Employment Committee reported that the clerk has completed the 6 month probationary period and everything satisfactory. ii) Annual performance review to take place after July 19^th 2008 (when the clerk has completed one year’s service).	ONGOING
149.1 149.2 149.3	Traffic Matters i) A report from Jon Ratcliffe Community Police Officer confirmed that requests have been made to introduce parking restrictions around Shenstone ii) The problems of parking around shops in Shenstone and Stonnall was raised - many vehicles parking on pavement with no consideration for pedestrians iii) No parking marked parking bays causes confusion iv) A Member suggested that a one-way system could be implemented - as both shopping areas are located on privately owned land the owners would need to be contacted. Update Maintenance Work on Railway Bridge i) District Councillor Mrs. E. Bayliss reported that no work will be undertaken until the essential maintenance work at Claypit Lane is completed - looking at the beginning of 2009 earliest. ii) A one-way system - Lynn Lane, Cartersfield and vice-versa will not go through the centre of Stonnall iii) Bridge will remain open to pedestrians iv) Work to take minimum of 6 weeks Bus Service Stafford looking to replace the 903 service – at least between Lichfield and Sutton Coldfield.	Clerk to research and report back Ongoing Ongoing
150	Shenstone Playing Fields Management Committee & Pavilions Update
	i) A meeting of representatives of the Parish Council , Shenstone Playing Fields Management Committee and the Pavilions Club was held on 25^th March 2008. ii) It was confirmed that it is the responsibility of the Managing Trustees to commission insurance cover required and payment cheque was raised iii) Current committee does not conform to the original Constitution Document and work being undertaken to rectify this iv) AGM of Shenstone Playing Fields will be held on Tuesday 27^th May 2008 at Shenstone Village Hall Committee Room - 7.30pm	ONGOING
151	S106 Update
	i) Section 106 monies in connection with development at Wall Island - a letter has been received from Lichfield District Council which confirms that in principal the proposal to fund upgrade and improve the nature conservation area known as the Lammas Land and Little Holms appears to conform to District Council’s Policy. ii) A more detailed proposal is now required and Shenstone Parish Council to contact a meeting with either the Countryside Officer or Biodiversity Officer. iii) Next course of action to arrange a joint meeting on site. iv) Councillor C. Hollingsworth and District Councillor Mrs. R. Hancocks volunteered to work with clerk and representatives of the Lammas Land Management Committee to progress this application.	ONGOING
152	Post Office Closures
	i) It has been confirmed that Stonnall Post Office is ear-marked for closure in August 2008. ii) Member from Stonnall Ward advised that a petition against the closure has been circulated which has already attracted over 300 signatures. iii) Local MP’s have been advised as have key members of Lichfield District Council and an opening meeting is being planned. iv) Should Stonnall Post Office close the nearest Post Offices are at Lazy Hill or Shenstone which would be impossible to access without transport.
153	Shenstone Parish Council Administration 2008 to 2009
	i) Annual Meeting of the Council on Tuesday 13^th May 2008 at 7.15pm, Shenstone Village Hall, Barnes Road, Shenstone. ii) At this meeting Members will elect a Chairman and Vice-Chairman for 2008 to 2009 term of office. iii) It was confirmed that this is an open vote and any Member from any ward can stand for the role of Chairman or Vice-Chairman. iv) No Member of the Council should be excluded the right to apply for either of these posts and all members eligible to put themselves forward for nomination.	ALL
154	Correspondence
	Reports attached
155	Date, Time and Venue of Next Meeting
155.1	Tuesday 29^th April 2008 at 7.30pm – Shenstone Village Hall, Barnes Road Annual Parish Meeting of Shenstone Parish Council	ALL
155.2	Tuesday 13^th May 2008 at 7.15pm - Shenstone Village Hall, Barnes Road Annual Meeting of Shenstone Parish Council Council	ALL

Chairman Tues 13^th May 2008