Tuesday 10^th June 2008 7.15pm

Little Aston Primary School, Forge Lane, Little Aston

Present		Councillors	D. Salter	Chairman
			P. Hadley	Vice-chairman
			Mrs. S. Beilby
			Mrs. J. Coton
			T. Cox
			Mrs R Hancocks
			C. Hollingsworth
			Mrs. S. McGing
			Cllr J. Mason
			Mrs. E. Minchin
			Mrs. V. Neale
			Cllr. I. Sanderson
			Mrs V Thomas
			Mrs. J. Wilson
		Clerk	Mrs Nelson
			Cllr. Mrs. E. Bayliss	Staffordshire County Council
Apologies		Parish Police	Cllr. Mrs. J. Summers PC Jon Ratcliffe
Members of the Public			2
Minute No	At 6.45pm and prior to the meeting commencing a site-visit to the Little Aston Recreation Ground was led by Councillor Mrs. Jean Wilson - the site has undergone extensive refurbishment and will be open to the public shortly				Action
20	Public Participation
20.1	i) Members of the public in attendance advised members of the problems they have encountered with the new street lights in the Pinfold Hill Area of Shenstone. ii) The lights are bright white and extremely bright and intrusive - shining into bedrooms and despite the installation of blackout roller blinds the light illuminates the whole of the upstairs of the property. iii) Members confirmed that the Parish Council have received a large number of complaints regarding the installation of lights and have been in touch with contractors and Staffordshire County Council on numerous to raise concerns and request solutions iv) County Councillor Mrs. Erica Bayliss gave an update and advised that she would look into this specific complaint and liaise with parishioners directly.				EB
21	Apologies
21.1	As listed above
22	Minutes of the previous meeting held 13^th May to be approved and signed
22.1	i) Councillor Mrs. J Coton and Councillor T. Cox were both in attendance at the meeting on 13^th May 2008 ii) Councillor I. Sanderson was not in attendance at the meeting on 13^th May 2008 iii) Minute 9.5 - add ‘at the end of Lynn Lane - finger post to Main Road still not replaced’ Resolved: To amend Minutes and present to Council for signature at Parish Council Meeting to be held Tuesday 8^th July 2008 at Stonnall Youth and Community Centre				Clerk
23	Matters Arising from the Minutes (for information only)
23.1	i) Despite being reported to CLARENCE service on numerous occasions the finger post to Main Road Stonnall has still not been replaced. Parishioners have requested International style signage for this location Members agreed that it is absolutely essential that this sign is installed as a matter of priority and requested that the Clerk again contact Highways
24.	Declaration of Interest / Members Items (Matters for future discussions)
	i) No declarations of interest were declared ii) Stonnall Ward Member informed Council that 2 incidents have been reported of horses being ridden along a footpath which is not a recognised bridle path - the horses were galloping along the footpath and frightened walkers and dogs. Members agreed to address this at next Property, Health and Safety Meeting. iii) Little Aston Ward Member reported that a number of parishioners had complained about the additional cost of £35 for provision of a second brown recycling bin for garden waste. When the scheme was originally introduced parishioners with larger gardens were given a second brown bin with no cost implications which were routinely emptied – however parishioners with a second bin are now being advised by District that it will cost £35.00 per year to have the second bin emptied. Proposed: Shenstone Parish Council to write to Lichfield District Council to complain about this added charge iv) Clerk confirmed that work is underway to update website www.shenstone-staffs.gov.uk
25	Committee Minutes and Recommendations
25.1	Planning
	i) Member reported that a planning application which had been causing concerns to parishioners in Stonnall has now been successfully resolved ii) Late Items - The following resolution was passed at a meeting of Shenstone Parish Council held on Tuesday 13^th May 2008 Resolved: - Late items not listed on the agenda may be considered by the Planning Committee as ‘urgent’ in order that a response is made to Lichfield District Council within the prescribed 21 days § A Member raised concerns that this resolution may not be lawful § Decisions on Late Items are reported in Planning Minutes as follows: ‘All items below are late items which in order to conform with the 21 days consultation deadline for Planning responses (which is a requirement of Lichfield District Council) the plans below were not listed on the agenda for this meeting, comments for this (these) plans will be reported directly to Lichfield District Council – however any member of the public may send their concerns/comments relating to this plan directly to Lichfield District Council for consideration.’ § A Member of challenged this decision, could ’Late Items’ be considered as ‘Any Other Business?’ Whether or not to include ‘Any other business’ appears on an agenda is ultimately a decision for the council, and in the past Shenstone Parish Council have agreed that it is not used as the council cannot lawfully decide anything which is raised under such an agenda item. § A heated discussion ensued and point of order raised requesting that all Members be given the opportunity to speak without interruption. § A member reported that due to the time constraints involved for the Planning Committee to be effective perhaps the ‘Late Items’ section could be classified as ‘Urgent Late Items’ § Further consideration and consultation with relevant organisations will be undertaken iii) Locally Listed Building Survey Members have been copied in on this correspondence from Lichfield District Council which requests details of Buildings of historical interest in the Parish which may not already be Listed and should be reported.				Chair/ Clerk All
25.2	Finance
	See Finance Report attached i) A draft copy of the 2008 Grant Application Form was presented to all members and minor amendments made. ii) It was agreed that a covering letter should accompany the Grant Application Form to identify what is acceptable and what is not, to ensure that all applicants MUST complete and comply to the requirements set out in the application form and any omissions may lead to the Application being rejected for this financial year. iii) Shenstone Parish Council highlight that where a Grant Application requests equipment or goods it may be of financial benefit for Shenstone Parish Council to raise the order and donate the item. iv) Members to note that the next Finance Committee Meeting will take place on Monday 23^rd June 2008 at 5.30pm. v) Stonnall Playing Fields Committee have ordered play equipment to a value less than the £4000 grant agreed and have requested that the shortfall be paid to them directly Resolved: Shenstone Parish Council to grant fund Stonnall Playing Fields the shortfall between expenditure and amount to make up £4000 grant agreed. vi) Clerk advised that a full structural survey of Stonnall Youth and Community Centre will cost £500 + VAT. Resolved: Shenstone Parish Council to fund Structural Report for Stonnall Youth and Community Centre vii) A recommendation was made to send solicitors letter for outstanding advertising payment. Resolved: to send solicitors letter to request outstanding payment for Traffic Island Advertising and remove signs currently in place and replace with ‘Advertising Space to let – Please contact Shenstone Parish Council on 01543 481 947’ viii) A recommendation was made to set the Annual Stipend Payment to the Registrar for 2008 to 2009. Resolved to raise the Registrar Stipend payment by 10% for 2008 to 2009 Commencing 1^st April 2008 and to be reviewed annually ix) A recommendation was made to Shenstone Parish Council to fund the non-domestic rate payment for Stonnall Youth and Community Centre 2008 to 2009 - total £152.36. Resolved Shenstone Parish Council to finance the non-domestic rate payment for Stonnall Youth and Community Centre - 2008 to 2009 - £152.36 x) A recommendation was made from the Finance Committee to place £60K into Guran 60-Day bond. Resolved £60k to be placed in 60-day bond Guaranteed account xi) As Shenstone Parish Council have agreed to fund the non-domestic rates for Stonnall Youth and Community Centre a member proposed if it would be in order to also fund the non-domestic rates for the Richard Cooper Rooms. As this was not on the agenda for this meeting it was requested that this matter be placed on the agenda of the next Parish Council Meeting to be held on July 8^th 2008. xii) Greysbrooke School have requested donation towards Pebble Mural to celebrate their 40^th Anniversary – total cost £700.00. Resolved - A donation of £100 to be made from Shenstone Parish Council towards this project.
25.3	Community Liaison
	i) The printed copy of the May edition of the Parish News magazine was presented to all present. ii) Distribution of the Newsletter will be made door-to-door throughout the Parish. iii) The next edition of the Newsletter will be a single sheet and circulated in August - Members were requested to send any items of interest they would like included in this publication. iv) Work is being undertaken to update the Shenstone Parish Council website.
25.4	Property, Health and Safety
	i) Attention has been raised regarding safety of access from Village Hall down to the Birmingham Road, Shenstone. A track which is regularly used by parishioners, bike riders and skateboarders to cut though, is steep, with an old stone slab which juts out halfway down the track. When it rains the slope is slippery and dangerous and alights onto the Birmingham Road at a location with very poor visibility for road users and pedestrians. An accessible safety barrier should be placed at the appropriate location. Staffordshire Highways have been initially consulted and indicated approval. A full report was presented to Members for their approval. Resolved: Shenstone Parish Council to allocate up to £3000 to facilitate the appropriate measures required to ensure this pathway is installed in consultation with Staffordshire Highways Department ii) A member raised the issue of a step at Shenstone Village Hall which had previously been removed and whether it was opportune to include the replacement work with any work being carried out onsite. Following discussion it was agreed that this work should be undertaken separately. iii) Chairman of the PHS Committee attended meeting at Lichfield District Council where plans were put forward as to measures to be undertaken when Flooding occurs. Details were advised of sandbags which could be stored at the Village Hall. It was agreed to discuss this matter more fully at the next PH&S Meeting.				PHS PHS
26	Shenstone Playing Fields
	i) It was reported that the first meeting of the Shenstone Playing Fields Management Committee had taken place. ii) Councillor Paul Hadley was voted in as Chairman iii) Councillor Mrs. S. McGing was voted in as vice-Chairman iv) Councillor Hadley expressed his thanks for the interest and support received from local groups and from Members of the Parish Council v) The next meeting of SPFMC will take place on 30^th June 2008 at Shenstone Village Hall vi) No response has been received regarding the Cessation Notice issued by Shenstone Parish Council and it was agreed that in the absence of response the cessation notice should be endorsed.				Clerk
27	Lengthsman Scheme
	i) Clerk reported that the scheme has been successfully utilised to cut back brambles and vegetation along the Birmingham Road which exposed an ancient wall and overgrown verge in the centre of Shenstone ii) Clerk was asked to find out from contractors what products are used to control weeds iii) Work required at the War Memorial in Shenstone - which is looking unkempt iv) Stonnall - work required Footpath 12 v) Footpath through Shenstone - public right of way - continuation through Lincoln Croft through the Playing Fields is overgrown and needs attention – the Playing Fields Management Committee to be made aware. vi) Stonnall - Church Lane and Church Road - overgrown with Brambles and weeds forcing pedestrians to walk in the road - Clerk to report to Highways				Clerk Clerk SPFMC Clerk
28	Traffic Matters
	i) Staffordshire County Council Highways update was presented to members The Bridges section have reported that maintenance work for Lynn Lane Railway Bridge has been put back into the next financial year and therefore the earliest possible start will be April 2009. ii) Stonnall Member requested that a detailed plan of diversion is requested to ensure minimum disruption to parishioners.				ONGOING
29	Terms of Reference
	i) Draft Terms of Reference have been received from Planning, Property, Health and Safety and Community Liaison. ii) Certain amendments to be made and revised Terms of Reference will be presented for approval at next Shenstone Parish Council meeting iii) Finance Terms of Reference to be agreed at next Finance Meeting iv) Members were asked to decide if this was the appropriate time to give sub-committees delegated powers? vi) An extensive discussion followed and it was Proposed to keep to the Status Quo – i.e. Planning Committee to be the only sub-committee with devolved powers.
30	Stonnall shops and surrounding areas
	Stonnall Ward Member reported concerns regarding the rear of shops at Stonnall where 3 fires have been reported to Police in the last couple of months. This area is privately owned. A copy of a draft letter from the Parish Council to the Management Company was circulated, amendments advised and approved to send.				Clerk
31	Correspondence
31.1	i) Members were notified of the sad news of the death of Mrs. J. Thomas whose husband Glyn served Shenstone Parish Council as Chairman and Councillor for a number of years. Mr. and Mrs.Thomas were well respected members of the community The chairman will represent the Parish Council at this funeral and Members requested that the Parish Council make a donation towards the nominated beneficiary charities in recognition of their dedicated service to the Parish of Shenstone. ii) Mencap have requested funds - Members suggested a donation be made – forward to Finance Committee iii) Full report attached details of which were read and made available to all Members				Chair/ Clerk Finance
32	Date, Time and Venue of Next Meeting
	Tuesday July 8^th 2008 - Stonnall Youth and Community Centre, Main Street, Stonnall
	August 2008 - No meeting
	Tuesday September 9^th 2008 - Shenstone Village Hall, Barnes Road, Shenstone

------------------------------------------------------------------------- Signed Chairman 8^th July 2008