Tuesday 11^th November 2008 at 7.15pm

Stonnall Youth and Community Centre, Main Street, STONNALL

Present		Councillors	D. Salter	Chairman
			P. Hadley	Vice-chairman
			Mrs. S. Beilby
			Mrs. J. Coton
			Mrs. R. Hancocks	District Councillor	Late Arrival
			C. Hollingsworth
			Mrs. S. McGing
			Cllr J. Mason
			Mrs. E. Minchin
			Mrs. V. Neale
			I. Sanderson
			Cllr. Mrs. J. Summers
			Mrs V Thomas
			Mrs. J. Wilson
		Clerk	Mrs S. Nelson
		Councillor	Cllr. Mrs. E. Bayliss	Staffordshire County Council
		Police	PC Jon Ratcliffe
Apologies		Councillor	T. Cox	Shenstone Parish Council	Holiday
Members of the Public			22 (register available for inspection)
Minute No						Action
84	Up to 15 Minutes Public Participation (if required)
84.1	Mr. Alan Williams representing Shenstone Pathfinder Football Club Shenstone Parish Council have issued conformity notice to Pathfinder Football Club requesting Covered Spectator Stand be removed from site Two dugout shelters, concrete post and steel rail fence and gate and footings to be removed from site Sub-letting of any part of the playing fields or it’s associated facilities to any third party must cease with immediate effect Shenstone Pathfinder Club have requested a meeting with Shenstone Parish Council to discuss current situation, both Councillor Matthew Ellis and Brian Jenkins MP have offered to chair this meeting Pathfinder Football Club appeal to the Parish Council to meet with Pathfinders FC to discuss the current situation and work towards resolution Chairman Shenstone Parish Council instructed Councillor P. Hadley to respond on behalf of Shenstone Parish Council to this request Councillor P. Hadley representing Shenstone Parish Council Advised Mr. Williams and members of Pathfinder Football club that Shenstone Parish Council is in receipt of a letter from Hinckley, Birch and Brown Solicitors who are acting under instruction of Pathfinders Football Club - therefore matters relating to Pathfinders Football Club and Shenstone Playing Fields are deemed sub-judice which means members should not enter into any public discussion related to these matters which may prejudice Shenstone Parish Council legal position Members of the public were advised that this matter will be addressed later in a closed section of this meeting Mr. A. Williams reiterated – Members of Shenstone Pathfinder Football Club urgently want to arrange a meeting with members of Shenstone Parish Council to work towards resolution Chairman thanked Mr. Williams for his contribution to the meeting
	Mrs. C. Penrose representing Shenstone Playing Fields Management Committee Requested why Shenstone Parish Council have taken over the management of Shenstone Playing Fields Management Committee and requested an explanation of why the Shenstone Playing Fields Management Committee has been deemed dysfunctional. Also requested details of how the SPFMC have contravened the Trust Deed. Mrs. Penrose stated that members of Shenstone Playing Fields Management Committee have for many years done an excellent job of looking after the facilities at Shenstone Playing Fields Mrs. Penrose stated that emotions are running high and that members of Shenstone Parish Council must sit down and meet with members of the Shenstone Playing Fields Management Committee Chairman advised that due to the legal position Members would be unable to discuss this matter further but assured Mrs. Penrose that as soon as full details were available members of SPFMC will be updated. Mrs. C. Penrose again requested a meeting between all parties concerned Councillor Hadley advised that the path for negotiation has been determined by Pathfinders Football Club who have instructed their solicitors to act and that until Shenstone Parish Council take appropriate legal advice no meeting can be arranged. Mrs. C. Penrose advised that SPFMC held a meeting where 7 members turned up but noted that no Parish Councillors attended. Chairman confirmed that legally the Parish Council cannot respond but will contact all concerned once legal advice has been taken and thanked Mrs. Penrose for her presentation.
	Mr Baron Johnson – Representing SCAR (Stonnall Campaign about Roads) presented a report to Members ( Full report attached) Summary of this report SCAR request that Shenstone Parish Council seek guarantees from Staffordshire County Council, Highways Structures Section that whatever ‘works’ are conducted on Lynn lane (including the section known locally as Fighting Cocks Lane) and Cartersfield Lane, the ‘works’ will be removed and the lanes widths be returned to their original dimensions. Furthermore, the affected verges to be replaced with good soil and habitat conditions in accordance with the details listed in the report. The residents of Lynn and Stonnall would appreciate a meeting with Highways Structures Section Engineer’s to discuss certain issues relating to the operational flow of the traffic through our Lanes during this period of disruption. Chairman thanked Mr. Johnson for his full and comprehensive report and confirmed that Shenstone Parish Council will ensure Staffordshire Highways Department are made aware of concerns reported. County Councillor Erica Bayliss thanked Mr. Johnson for his report and confirmed that she would request a meeting with Staffordshire Highways Engineers to further discuss the works and to invite members of Shenstone Parish Council SCAR and SOS (Save our Shenstone) to this meeting
	Mrs. Maureen Hill – Representing Lynn & Stonnall Conservation & Historical Society (Full report attached) Stonnall and Lynn is an area with rich heritage which may be lost forever if apathy prevails Serious concerns re losing any more wildlife in the UK – everyone should be trying to increase bio-diversity rather than being responsible for further loss The society will undertake a wildlife survey which will help engineers return the verges to their original state It is vital to stress just how important it is to preserve and protect species for the benefit of the nation and future generations. Mrs. Hill received a round of applause in support of her presentation from all in attendance Councillor John Mason reported that a Public Meeting had been held in Stonnall with a large attendance of parishioners Chairman thanked all members of the public for taking the time to attend and all matters raised will be given full attention later in the meeting
85	Apologies
85.1	As listed above
86	Minutes of the previous Full Parish Council Meeting held Tuesday 14^th October 2008
86.1	Amendments made to minutes to rectify spelling errors – minutes were agreed by Members as a true and accurate record of the Parish Council Meeting held Tuesday 14^th October 2008 and were signed and dated by Chairman
87	Matters Arising from Minutes (for information only)
87.1	No matters arising
88	Declaration of Interest on Agenda Items
88.1	Councillor Paul Hadley declared an interest in Agenda Item 91
89	Lynn Lane Embankment Stabilisation Scheme – Update
89.1	The strength of public feeling regarding the proposed works was recognised by Members The initial presentation given by Staffordshire County Council Engineers was not deemed sufficient to be regarded as a Consultation Members discussed whether the impact of the proposed works would be felt by all the Wards of the parish Members were made aware that the forthcoming Lichfield District Council Local Development Framework meetings would be a window of opportunity to report traffic and highways concerns Calls were made for full public consultation County Councillor Mrs. E. Bayliss will request if Engineers would be willing to attend a meeting with Shenstone Parish Council at the Parish Council Offices with representatives of SOS, SCAR and Stonnall and Lynn Conservation Society and Chairman and Clerk of Shenstone Parish Council Proposed: Parishioners to be consulted to address if parishioners require that the road is left as is or if verges be re-instated after works have been completed This was seconded and carried					ONGOING
90	Festive Lighting – Update
90.1	i) Clerk reminded members organising festive lighting in Shenstone Parish Council Wards that all details should be reported to the clerk to ensure appropriate authorities are made aware. ii) Clerk in receipt of Little Aston and Shenstone details – request that Stonnall give information of any festive decorations/ lights to be installed.					ONGOING
91	i) Shenstone Playing Fields Management Committee – Update and correspondence received Confidential - This Section of the Meeting to be closed to Members of the Public Shenstone Playing Fields Management Committee Proposed: Await Charity Commission response and then take relevant legal advice to manage the way forward. Shenstone Parish Council to assume managerial control of the site until the current situation is resolved. This was seconded and carried Proposed: Shenstone Parish Council to allocate budget (amount to be confirmed) to ensure appropriate legal advice received. This was seconded and carried Proposed: As Pathfinder Football Club have instigated the legal process, Shenstone Parish Council, after taking relevant legal advice, once received should then address the way forward. This was seconded and carried ii) Playing Fields maintenance/upgrade of footpath and Childrens Play Area for Approval Proposed: Permission sought from Shenstone Parish Council to enable a National Probation Community Service team to clear footpaths at Shenstone Playing Fields site at rear of Lincoln Croft to Shenstone Parish Council. This work is free of charge and fully insured. This Community team has successfully undertaken work at the Methodist Church, Shenstone. This was seconded and carried unanimously Further to an independent Playground Inspection arranged by Shenstone Playing Fields Management Committee items on the Children’s Playground require removal Approval was sought from Members to go ahead with this work at a cost of £775.00 Proposed: Permission to remove condemned Play Equipment at Shenstone Playing Fields as advised by Playground Inspection at a cost of £775.00 This was seconded and carried
92	Lammas Land / Little Holms
92.1	i) Resolution of Claim Details were provided to members of details received from Beechcroft Solicitors regarding the resolution of the claim Members expressed disappointment but agreed that this should be approved Members requested that Clerk contact Insurers for confirmation that Insurance policy rate will not be affected. Proposed: Accept decision of solicitors for resolution of claim. This was seconded and carried ii) Update regarding application for S106 payment (Shenstone Ward) Clerk reported that work is ongoing with S106 committee at Lichfield District Council who have been updated. Permissions have been received for installation of pedestrian bridge Lammas Land Management Committee are putting together a proposal and working with Planning team at Lichfield District Council and Clerk at Shenstone Parish Council If at all possible would like to have work completed in Spring 2009					ONGOING
93	Committee minutes, reports and recommendations
93.1	Planning
	i) Update a) Chairman of Planning Committee reported that all going well with Planning Committee and Members made aware of concerns regarding future of Plough Public House, Main Street, Shenstone - Chairman of Planning Committee reported that assurances have been made from new owners that the frontage of the building will be retained. b) Member reported that further information has been received from Birmingham City Council Planning department regarding planning application at Blake Street and that a number of amendments have been requested					ONGOING
93.2	Finance & Legal					Clerk
	i) Audit Completion Clerk has been working with Internal Auditor to complete the 2007 to 2008 Audit and also received extensive training on Scribe Accounts Package. ii) Balance sheets year end 2007 to 2008 were issued to members for their information iii) Chairman to sign off Audit for 2007 to 2008 - Chairman was issued with completed Audit Card which was signed in the presence of Full Council.
	iv) Recommendation: Finance Committee at a meeting held on Monday 6^th October 2008 recommended purchase of bench and litter bin – order and installation details to be agreed by Chairman PHS committee
93.3	Community Liaison
	i) Distribution of Newsletter					Clerk
	Chairman of Community Liaison committee reported that the November issue of Newsletter has been completed and improvements made Members have volunteered to deliver to certain areas within the Parish Remainder to be delivered door to door to 3000 properties at a charge of £150.00
93.4	Property, Health and Safety
	i) Pathway – Shenstone Village Hall Update
	Pathway – Shenstone Village Hall – all works undertaken
	ii) Allotments Still awaiting confirmation of ownership of land at Ashcroft Lane					PH/RH
93.5	Employment Committee
	i) Update Following consultation with Members the Chairman of Employment committee held an Annual Appraisal Meeting with the Parish Clerk Concerns were raised about the number of hours currently being worked When clerk was employed (July 2007) Members had agreed to reduce the working hours from 37 per week to 30 hours per week Current clerk has recorded hours actually worked and has donated in excess of 150 hours over contracted hours Employment committee also mindful of H&S legislation and would request that on Full Council Meeting days the Clerk should commence at 12 noon to prevent working in excess of a 12 hour day Clerk has been advised to off-set some of work load to Councillors (i.e consulting with parishioners directly) this will have dual effect of raising Councillors profile within the community and reducing demands on clerk Recommendation: To formally increase Clerks working hours from 30 to 37 per week from 1^st January 2009 and to close office to public on Mondays, and to Public and Members on Fridays Amendments to be made to existing Employment contact to reflect this increase in working hours This was seconded and carried Clerk was asked to leave the meeting for the next section of the Employment Committee Report i) Members discussed reimbursement for additional hours worked ii) Members made aware that Clerk had donated these hours and did not expect reimbursement Recommendation: An ex-gratia payment of £500 was agreed by Members to be given to the Clerk - Clerk to ensure relevant PAYE and NI is applied This was seconded and carried Clerk returned to the meeting room and was made aware of this decision and thanked Members for this unanticipated gesture which is appreciated.					JS
94	Members Item – Little Aston Station
	i) Update pedestrian safety around Little Aston Station Member reported that since meeting on site with Highways grass has been cut in the area Member continuing to work with Railtrack, Birmingham City Council and Staffordshire County Council to highlight the concerns regarding pedestrian safety and to seek resolution.					IS ONGOING
95	Relocation Bus Stop – Little Aston
	i) Update - work continuing to provide bus stop in suitable location.Parishioners have been consulted and consideration is being given to providing a stop in the hospital grounds.					ONGOING
96	Revision of Standing Orders
	i) Update Due to pressures of time it was agreed to defer this item to next Full Council Meeting					ONGOING
97	Correspondence
97.1	For action i) Members were given details of Community Council of Staffordshire Best Kept Village Competition 2009 ii) Complaint from Parishioner re dog behaviour - Clerk to request Dog Warden to deal with this iii) LDF Consultation dates and Times – Clerk to ensure members receive additional information iv) Details of Staffordshire Community Foundation funding for groups with annual turnover of less that £20k v) Lichfield District Council – calendar of meetings to 23^rd November 2008 vi) S137 limit 2009/10 - £6.15 vii) Update Codes of conduct for local authority members viii) Lichfield District Council supply of Electors - Shenstone Parish Council to respond ix) Lichfield District Council Forward plan 2008 to 2009 to be circulated to members					ONGOING
97.2	For attention (report issued for attention of members)
97.3	For general information (report issued for attention of members)
98	Police Update - PC Jon Ratcliffe
98.1	PC Jon Ratcliffe - Community Police Officer for Shenstone Parish (including Stonnall and Little Aston) introduced himself and made reference to the issues previously discussed. Advised that in his capacity as Community Police Officer he is available to speak to any member of the community regarding any concern and would give completely impartial advice Aware of two ongoing issues in Stonnall –all appropriate agencies have been contacted Police work for the community with diplomacy and tact – do not hesitate to contact the Community Policing Team for their assistance
99	Date, Time and Venue of Next Meeting
	Full Council Meetings
	Tuesday 9^th December 2008 - 7.15pm Shenstone Village Hall, Barnes Road Shenstone
	Tuesday 13^th January 2009 - 7.15pm Little Aston Primary School, Forge Lane Little Aston