Approved Minutes of meeting of Full Council Tuesday Oct 12th, 2021, at 7.15pm Shenstone Village Hall.

73 Register of members in attendance.

Cllrs David Salter, Sheila Beilby, David Thompson, Gail Nicholls, Lesley Edgley, John Branch, Val Neale, Rita Hancocks, Mick Cox , Nicola Macdonald, Stuart Jones.

County Cllr David Smith

74 Acceptance of apologies.

Cllr Neil Perry

75 Public Participation.

Members of the public are invited to address Council for a maximum of 15 minutes. None

76 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:

None

77 To accept and confirm minutes of the last Full Council meeting on Tuesday 14^th Sept 2021

Duly accepted & signed

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

Right of Way , Stonnall Playing Fields to Church Lane: awaiting approval from County.

Cllr David Smith advised that County had no objection to the works but advised consulting the landowner of the field to the side of the pathway as the path itself is unadopted land. There was some discussion as to whether Council may wish to consider adopting the land, but it was agreed to move forward without prejudice.

Millennium Clock: RESOLUTION: the quote for £700.00 to repair the clock was unanimously approved.

Lammas Land bridge repairs: quotation pending. Deferred to November meeting

79 To receive reports from District and County Councillors.

County Cllr Smith reported on:

• Black Country Plan. Cllr Smith is concerned about the impact on traffic caused by the housing proposals at Shire Oak & submitted objections from a Highways perspective.

Cllr Salter confirmed that at an earlier meeting of Lichfield District Council changes to the method of awarding Community Infrastructure Levy payments was agreed with monies received by Council being used for traffic management measurement.

• A Highways traffic survey starts soon focusing on weight, speed, volume and time of day running for 24 hours over 7 days. Council have agreed the names & numbers of roads used but Cllr Thompson said there must be engagement with the engineers as to the siting of the equipment. Cllr Smith confirmed he would share the information.

Cllr Thompson also expressed frustration that County gave no forward notice of the Significant works S278 Deanslade Farm-Birmingham Rd, Lichfield which are scheduled to last for 46 weeks. These works will have a major impact on Shenstone with an inevitable increase in traffic. Cllr Branch confirmed that the volume of traffic has already significantly increased & it will only get worse, with Ashcroft Lane also being highlighted as a problem. Cllr Thompson has requested a meeting with the traffic team at Staffs County to discuss this and future plans.

Cllr Salter raised the issue of potholes on the A5127 with Cllr Smith responding that there have been appalling problems with illness amongst crews.

Cllr Salter also asked why only some potholes are identified as needing attention with others right next to them being ignored. Cllr Smith said there is a big debate going on at County level about it but had no further response.

• A wooden gateway in Stonnall which was put in without approval will be moved shortly

• Re the termination of the Stonnal Youth & Community Centre lease (item 82), Cllr Smith confirmed Staffs County Council approval for transfer of liability to go back to them. It is expected that this will take 2 months to complete with £18,124 in lieu of demolition ring fenced for future use. Legal fees are expected to be around £300.00.

Cllr Salter confirmed to Cllr Smith that Council have appointed a Solicitor and details will be forwarded to the Officer at County.

• Cartersfield Lane proposed development: it is up to Lichfield District Council to decide but the development does not fit with the Neighbourhood Plan.

• Re Cartersfield Lane, Cllr Macdonald asked if the road traffic measures have been fully completed including dragons’ teeth. Cllr Smith said he thought they had but did not know for sure.

80 Finance.

Current financial position & transactions for approval 12^th October 2021. –  link to financial transactions spreadsheet

Details of transactions were shared & the current finances confirmed as:

Nat west Current Account £905.00 Nat West Business Reserve £53315.54

Nat West Liquidity Account £162,379.57. Unity Account £142,879.35.

A report on April-Sept finances & forecast was shared (attached). The Clerk drew specific attention to the invoice from Lichfield District Council for £18,000 which was part of the maintenance contract from last year- the invoice did not arrive until May 2021.

There were no questions from Council on accounts to date or the forecast with the budget scheduled for approval at Nov Council.

Re ring fenced funds, Council approved the projects as detailed on the spreadsheet with further projects to be identified before the end of this year.

The Clerk confirmed application forms for this years Community Grants will be released at the end of November but that the application form will be re-drafted to include a requirement for more information on accountability. The Clerk will present the form to the next Finance, Legal Health & Safety Committee meeting later this month.

Confirm the next meeting of Finance, Legal Health & Safety Committee Tues 26^th Oct 2021 at 5.30 Shenstone Community Library

81 Planning.

Approve planning applications received in last month (link to applications spreadsheet) and update on any objections/ developments including recommendations from the Neighbourhood, Planning & Property Committee Meeting Tuesday Sept 21^st:

Cllr Thompson confirmed that an objection re the Cartersfield Lane proposal has been submitted.

• Consideration of options for the Richard Cooper Room:

RECOMMENDATION: The Committee do not feel that the utilisation of the building justifies the expense of the required repairs, especially with the number of other meeting venues in the village. The Clerk is charged with establishing whether the other venues can accommodate existing Richard Cooper Room bookings, but the Committee recommend that funds are not earmarked for any repairs yet.

Since the meeting was held on Sept 21^st Cllrs Salter & Thompson, as well as the Clerk, met the Richard Cooper Room Committee & can now move on from the recommendation with more precision. Utilisation of the hall has been established & the minutes of the meeting were shared (attached) with the following recommendations:

• A full RICS level 3 survey of building to be completed with urgency timescales. RESOLUTION: Majority agreed

• Three “like for like” replacement rebuilding estimates obtained RESOLUTION: Majority agreed
• An outline planning application of a “like for like” building should be made: RESOLUTION: deferred

• Council should take legal advice on exact details of ownership & obligations. RESOLUTION: Unanimously approved.

Cllr Thompson said that the handling of the Richard Cooper Room must be absolutely equal to the rigour & scrutiny used in the recent Stonnall Youth & Community Centre investigations

81 Update on Lammas Land boundary incursion.

Cllr Thompson & Clerk to further investigate the one remaining case of interest through examination of the original title.

Westgate Practice: ongoing closure of surgery. A letter has been sent to the Practice challenging many of the points raised in their notice of ongoing closure listed on the website. The Practice have replied to say they will give a detailed response within 10 days.

Dog fouling: a new stencil has been purchased and will be put into action next week.

Lammas Land path loop: Cllr Jones confirmed that this proposal will be considered by the Lammas Land Committee early next year. He also confirmed that the Lammas Land Committee would be pleased to support the “Plant a tree for Jubilee” initiative by planting a much bigger specimen tree but with 400 smaller trees being planted with Greysbrooke school that will be enough.

Next meeting of the Neighbourhood, Planning & Property Committee Meeting Tuesday Nov 23^rd Shenstone Library at 5.30pm.

82 Stonnall Youth & Community Centre: next steps.

Confirmation of unanimous decision of Staffs County Council Planning Committee to support the recommendations as follows:

1. That the lease to Shenstone Parish Council be terminated early by agreement, subject to the county council receiving £18,324 in lieu of the demolition of the buildings on the site & legal costs in arranging the early termination.

2. That the Assistant Director for Commercial and Assets be delegated approval to enter into a Tenancy at Will for the temporary occupation and management of the property for a maximum of 6 months.

3. Any future long-term arrangements be reported to committee in due course.

83 Staffs County Council Traffic Survey.

Confirmation of roads to be included & discussion of positioning equipment. Discussed under item 79.

84 Update on Footherley Rough.

Cllr Jones asked that the letter discussed & approved at an earlier Full Council meeting is now sent to the landowner. RESOLUTION: It was unanimously agreed that the letter may be sent requesting a lease of 99 years.

85 Consider trimming of trees outside main shops, Shenstone.

RESOLUTION: Clerk to consult shop owners.

86 Poppy project: update on lamp post poppy appeal.

The poppy appeal has been a very big success with 650 poppies purchased. These will start to appear from Oct 28^th on lamp posts throughout the Parish. Not all streets/roads have taken part but it is hoped there will be sufficient to have poppies in all key areas.

87 Shenstone Christmas market.

Mrs Gilly Speryn, representing the Christmas Market Committee, has requested that Council re-consider the proviso made earlier this year, that in giving £1300 in grant funding, any profits be held back towards the event next year. Mrs Speryn had stated in a meeting with Cllr Salter & the Clerk that this was against the ethos of the event which was to generate funds for groups in the community & that profits should be given away as previous.

There was a detailed discussion where Cllr Edgley questioned how the community beneficiaries were chosen and stated that they all can apply direct to Council themselves. Cllr Nicholls pointed out that the beneficiaries had in fact received grants direct that year. Cllr Cox said that if Council agree to this request, it will be funding the market in perpetuity. Cllr Jones explained that the motivation of the Market Committee was to do good but understood Council’s reservations.

RESOLUTION: Council voted unanimously that any profits over £1300 may be used according to the Committee wishes but the first £1300 profit retained as a start up for next year.

Council wish to be consulted on beneficiaries’ also. Banking details to be clarified & £1300 to be returned if the event this year does not proceed.

88  H.M. The Queen Jubilee 2022 celebrations.

The Clerk asked Council to consider ideas for the Parish to celebrate the event & discuss at a future meeting.

Cllr Salter said he has already discussed with the Chairman of Friends of Shenstone Tower having a beacon on top of the tower. Council agreed this was a great suggestion.

89 Next meeting of Full Council Tuesday Nov 9^th at 7.15pm Shenstone Village Hall.

Approved at Full Council Nov 9^th 2021