Approved S.P.C. Minutes 16.05.23

S.P.C LogoSHENSTONE PARISH COUNCIL

Serving Little Aston, Shenstone, Stonnall, Shenstone Wood End, Lynn, Parish Council Office 25C Main Street Shenstone WS14 OLZ
Tel: 01543 481 947
e-mail: <admin@shenstone-staffs.gov.uk >
web: www.shenstone-staffs.gov.uk

Approved minutes of meeting of Full Council Tuesday May 16th, 2023, at 7.15 Stonnall Community Centre

1 Register of members in attendance

Cllr David Salter – Chair (Shenstone Wood End), Cllrs Val Neale, Phil Whitehouse (Stonnall), Cllrs Stuart Jones, Lesley Edgley, David Thompson (Shenstone).

County Cllr David Smith.

Shirley O’Mara (Clerk). Mrs Lynn Tomlinson. Mr Adrian Walters. PCSO Tom Passmore.

2 Acceptance of apologies.

Cllrs Gail Nicholls, Mick Cox & Leona Leung

Public Participation.

Members of the public are invited to address Council for a maximum of 15 minutes.

Mrs Lyn Tomlinson, Fundraiser for Little Aston Recreation Ground Association (LARGA) addressed Council regarding an emergency grant request for circa £13,000 to install robust security gates with height restrictions to prevent unauthorised entry, predominantly as there is the potential risk of occupation by Travellers. Link to full report. Cllr David Salter declared an interest in this item as Chairman of LARGA.

There were several questions raised. Cllr Jones asked if Travellers had been seen on site. Mrs Tomlinson said they have not though they have been seen in Forge Lane & nearby including an occupation of land at Mere Green & The Irish Harp Pub on Chester Rd.

3 .Cllr Thompson raised the point that Council have made strong representation to Lichfield District Council for provision to be made for Travellers, a point later shared by Cllr Neale. District Councillors were asked to lobby accordingly. Cllr Thompson also stated that despite updates regularly from the PCSO at Parish meetings there has been no reference to the threat of Travellers or anti-social behaviour to date. He also stressed that there needs to be much more clarity of what funds are required, three quotes must be provided and more detail on the allocation of ear marked funds for allocated projects from the £36,611 shown as available. There needs to be a contribution made by LARGA for action towards the perception rather than an actual threat.

Cllr Jones said that though broadly in favour of supporting the application he would be absolutely against gating pedestrian access at any time.

Cllr Whitehouse queried whether a risk assessment has been done and also whether other designs have been considered. It was stated that the application & quote has been pulled together very quickly due to the fear of potential occupation prior to “Party in the Park” on 8th July- LARGA’s main fundraising event.

Cllr Salter said LARGA are seeking an agreement in principle to protect the Parish Council’s most valuable asset. It was agreed that more alternatives need to be proposed & that LARGA will provide information on ring fenced funds & seek three quotes for each design considered.

PCSO Tom Passmore joined the meeting late but was able to share information that there has been a massive drop in crime across the Parish. There has been an increase in theft from vans otherwise very little car crime. Cllr Thompson asked about anti-social behaviour reports. PCSO Passmore said the only significant report was in relation to the Lammas Land. Cllr Whitehouse asked if the Police will be joining forces with the Staffs County traffic engineers looking at the Chester Rd/Lazy Hill Road issue- the response was yes now that the Elections are over & they can reengage with Cllr Smith. Cllr Thompson said there needs to be a tangible outcome from the range of actions taken.

Police Surgery 2nd June Stonnall Shops 10.00-12.00

3rd June Little Aston Methodist Church. No time stated.

4 Election of Chair and Vice Chair.

To receive nominations for the roles of Chair and Vice Chair and to elect to these positions.

Cllr Thompson nominated Cllr Salter as Chair for 2023/24. This was seconded by Cllr Jones & unanimously approved.

RESOLUTION: Cllr Salter elected Chair of Shenstone Parish Council for the coming year.

Cllr Jones then nominated Cllr Thompson as Vice-Chair. However, whilst offering his thanks, Cllr Thompson explained that due to various commitments he is unable to accept the position. He then nominated Cllr Edgley. This was seconded by Cllr Whitehouse & unanimously approved. Cllr Edgley accepted the nomination.

RESOLUTION: Cllr Edgley elected Vice-Chair of Shenstone Parish Council for the coming year.

5 Declarations of interest. Members should consider whether they should partake in any discussion or vote on matters on the agenda unless they have a dispensation:

All declaration forms were completed and handed to the Clerk for dispensation approval in June.

6 To accept and confirm minutes of the last Full Council meeting on Tuesday 11th April 2023.

Duly approved & signed.

7 Clerk’s update on outstanding issues from last meeting:

  • Lammas Land boundary incursion update.

Nothing to report. The Clerk, despite repeated emails & calls, has not received the promised report from our Solicitors.

8 To elect members to the following committees:

Neighbourhood Planning & Property inc Chair

Finance Legal Health & Safety inc Chair

Employment Committee

Lammas Land

Members were confirmed as the attached spreadsheet.

9 To elect members as representatives on Outside Bodies:

Shenstone Village Hall

Shenstone Playing Field

Richard Cooper Room

Stonnall Village Hall

Stonnall Playing Field

Little Aston Recreation Ground

Little Aston Village Hall

Staffs Parish Council Association

Quarry Committee

Members were confirmed as the attached spreadsheet.

10 Chairs Honorarium

Councillors agree on the continuing allowance for the Chair of the Parish Council in order to undertake official business. RESOLUTION: £1250.00 approved. Amount held at this fixed rate for last five years.

11 Casual vacancies:

six vacant positions to be advertised. Recruitment process and timescales.

It was confirmed that co-options need to take place by June 25th.

A recruitment flyer will be produced & distributed by social media & across Parish.

12 To receive reports from District and County Councillors.

County Cllr David Smith reported:

  • Traffic data from survey received today. Will share with Council.

Cllr Whitehouse asked if there is a date scheduled to discuss findings as promised.

Cllr Smith said not yet but one will be planned.

  • Lazy Hill/Chester Rd dangerous junction: a meeting between senior traffic officers from Walsall & Staffordshire is planned.

  • Cottages on the Chester Rd near the builders’ merchants may be added to the dangerous zone.

  • There is a meeting scheduled in the Library in Shenstone to discuss traffic concerns and Cllr Smith is also meeting the Little Aston traffic group.

  • The Stonnall Community Centre Coronation event was a storm & enjoyed by all.

Thanks were extended to Cllrs Cox, Neale & Whitehouse for all their efforts.

  • County Fund now open for applications. Some of the fund has been used to purchase Coronation mugs for children at St Peters School.

Cllr Salter asked about progress addressing the huge problem of potholes outside Dobbies Garden Centre. Cllr Smith said this is in the capital items programme, but he has no idea of timescale.

13 Finance.

Current financial position & transactions for approval as of 16th May 2023 – Link to Financial transactions spreadsheet

No questions re transactions. Nat West Current Account £905.00. Nat West Business Account £53,594.52. Nat West Liquidity Account ring fenced funds for ear marked projects £93,279.71 Unity Account £222,342.63.

  • A) Complete & agree Annual Governance statement.

RESOLUTION: Completed and approved.

  • B) Agree date of commencement and ending for the declaration of public rights.

RESOLUTION: Approved

  • C) Feedback & recommendations from internal audit

Details of recommendations fully shared with Council.

  • D) Confirmation of internal auditor for 2023/24

RESOLUTION: Topliss Associates unanimously approved.

  • E) Confirmation of external auditor for 2023/24

RESOLUTION: Mazar’s unanimously approved. Cllr David Salter declared an interest due to an imminent family connection.

  • F) Financial Risk assessment: approve.

RESOLUTION: Approved & signed.

Next meeting of Finance, Legal, Health & Safety Committee Tuesday 20th June May 2023 at 5.30 Shenstone Community Library.

14 Planning.

Approve planning applications received in last month and update on any objections/ developments. Link to planning applications spreadsheet

Planning app 23/00379 Church Rd, Shenstone will be reviewed.

Next meeting of the Neighbourhood, Planning & Property Committee Meeting: Tuesday May 23rd 5.30pm Shenstone Parish Office

15 Standing Orders: Review, approve and adopt.

A date to review the standing orders in detail will be scheduled in the next two weeks.

16 Neighbourhood plan reviews: update on tenders.

Following an announcement by Lichfield District Council there will be a knock-on effect of delaying our Neighbourhood Plan review by possibly another 12 – 18 months. Link to Lichfield Live report 

Cllr Thompson to write to those companies who have already submitted tenders.

17 Potholes: suggestion of regular summaries of reports by Clerk to County.

Cllr Whitehouse suggested that, as the current system is clearly not working effectively, all reports of potholes should be reported online as now but info shared with the Clerk who can keep a centralised log of problems & actions as well as escalate to County Cllr Smith.

RESOLUTION: It was agreed that reports of potholes by Councillors will be logged by the Clerk in order to share with County Cllr Smith to chase.

18 Lazy Hill/Chester Rd dangerous junction: update on actions.

Covered under earlier items.

19 Flying the union flag: agree guidelines.

RESOLUTION: It was agreed that guidelines will be included in the Standing Orders.

20 Shenstone Playing Fields Committee: Charity status and 11th May AGM outcome.

The AGM date has now been moved & Cllr Thompson will report back in due course.

21 Highways review: update on traffic surveys.

Covered under item 12.

22 Little Aston Recreation Ground:

Emergency Grant Fund request from LARGA to cover cost of installation of height restriction bar and new full closure gates to replace simple vehicle barrier to prevent unauthorised access or potential encampment on the site. Initial quote circa £13,000.

Covered under public participation.

23 Malkins Coppice lease termination.

A letter has been sent to South Staffs Water detailing termination of the lease & reasons why the decision has regretfully been made.

24 Lammas Land- Malkins Coppice: potential path creation

South Staffs Water are happy to consider this possibility at any later point of discussion.

25 Consideration of Councillor led grant for potential purchase of plants for Little Aston School as part of the “Forest School” sessions. £200.00

RESOLUTION: Unanimously approved

26 Rubbish bins in Stonnall:

request for permanent bin by St Peters Church & a dog poo bin by the bus shelter at the junction with Church Lane. Bin cost £580.23 +VAT.

RESOLUTION: After some discussion it was agreed to purchase a double bin for the layby outside St Peters Church & a dog poo bin for the bus shelter.

27 Website statistics: explanation.

Keith Jones from Solvac has been invited to attend a future Parish Council meeting to discuss website statistics.

28 Stonnall volunteer: thank you.

Cllr Whitehouse wished to draw attention to the voluntary gardening/mowing work done by Mr John Hopcroft of Stonnall. It was agreed that a thank you & “Unsung hero” piece should be included in the next newsletter.

The Clerk will contact our insurers to check insurance liability re the use of volunteers.

29 Next meeting of Full Council June 13th, 2023, 7.15pm Little Aston Village Hall.