Approved Minutes from Full Council Meeting Held on 13th July at Shenstone Village Hall

38 Register of Members in attendance.

Cllrs David Salter, Sheila Beilby, David Thompson, Lesley Edgley, Stuart Jones, Neil Perry, Rita Hancocks, Gail Nicholls, Nicola Macdonald,. Shirley O’Mara (Clerk).

Mr Robin Stubbs & Mr Richard Smith: Save our Shenstone. Mr Stuart Tullah: Shenstone Tennis Club. Mr Doug Morrison, Stonnall Youth & Community Centre Management Committee. County Cllr David Smith.

39 Acceptance of apologies.

Cllr Mick Cox, Nick Smith, Val Neale Nicki Gobran, Kelly Harrison & John Branch.

District Cllr Joe Powell.

40 Public Participation.

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

Mr Robin Stubbs, Mr Richard Smith, Mr Stuart Tullah & Mr Doug Morrison.

1. Mr Tullah, Chair of Shenstone Tennis Club, was seeking information regarding the tenure of the Tennis Club. Quite urgent work is required on the courts which are widely used by the whole community but there are concerns re the tenure which need to be addressed before going forward & seeking additional funding.

Cllr Salter explained that the person to speak to is Mr Graham Jarvis of the Playing Fields Association who as Chair is best placed to advise. The Parish Council are custodian trustees only so have no managerial authority.

Cllr Salter also explained how Parish Council grant funding works.

Mr Tulllah stressed that, for the avoidance of doubt, the Tennis Club are not associated with Shenstone Country Club.

2. Mr Robin Stubbs & Mr Richard Smith of “Save our Shenstone” asked for Council’s view of Lichfield District Council’s recently released Local Plan. Cllr Thompson stated that the consultation on the Local Plan started on 5th July & continues until 30th August & it offers a different set of proposals to that of two years ago. It is a sound document.

Additional growth in Footherley & Shenstone has gone with just the known development of 50 houses plus infill. The LDC Local Plan proposals also want Shenstone to remain a “high quality environment” with improved pedestrian and cycle links and improved traffic management and improved access to open space. The plan recommends that Stonnall will only have appropriate infill & opportunities to enhance and recreate the link between Cannock Chase and Sutton Park will be encouraged. The landscape and biodiversity will be enhanced as well as accessibility to the countryside. Little Aston will have infill that reflects the need of the community.

Cllr Thompson is meeting Patrick Jervis of Lichfield District Council on July 22nd to discuss primarily the refresh of the Neighbourhood Plans but will also ask Local Plan questions, especially an update on the key growth area in Shenstone over the railway bridge as if that is withdrawn it will pose a major challenge.

Cllr Thompson will meet with “SOS” to advise on a form of wording for the consultation response from interested residents & they will be kept up to date re the 22nd July meeting Participation in the consultation is encouraged.

The Clerk will also forward the Birmingham Development Plan and Consultation on Housing.

County Cllr Smith mentioned a major traffic study that is taking place in September which will become a statutory document. He will share the findings with Council & “SOS”.

41 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:

Cllr Salter has a non-pecuniary interest in item 50 as the carpet quotation is from a neighbour.

42 To accept and confirm minutes of the last Full Council meeting on Tuesday 8th June 2021. Approved & signed. Proposed Cllr Nicholls, seconded Cllr Perry.

Unanimously approved.

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

Update on quotes for resurfacing of path Stonnall Playing Fields to Church Rd. Despite several attempts no quotes have as yet been received. Cllr Smith suggested the “Countryside Rights of Way” team and also that he is happy to approach the Quarry who may be happy to assist.

Plant a tree for the Jubilee initiative. The Clerk contacted Creative Plants who would be happy to quote for a tree or trees closer to the time once more of an idea of what is required is known.

Change to .gov emails. The change over to the email system will be completed on Friday 16th July. Full details will be shared asap.

44 To receive reports from District and County Councillors.

Cllr Smith said that the Birmingham Rd & Cartersfield Lane traffic projects are due to start on August 9th.

Looking at lines & signage to improve Aldridge Rd.

Regarding the County offer to transfer the Stonnall Youth & Community Centre (SY&CC) land to the Parish for £1.00, Cllr Smith has looked at the Terms of Reference for the Working Group & feels that they should focus on the village of Stonnall rather than the Parish as well as them having no objective. He also informed Council that the County pay insurance for the building which is a fact not known by either the SY&CCMC or the Parish Council who have paid separate insurance on the building throughout the tenure.

Cllr Salter said that being drip fed important information sporadically throughout is confusing & frustrating as it is impossible to get complete clarity. Cllr Smith said this info had only just come to light.

Cllr Smith rejected the statement from Cllr Thompson that this is the first occasion that Cllr Smith has informed Council that the County offer was initiated by him & that he is merely the County representative.

Cllr Smith stated that he is available at any time to discuss the matter with Council or join the Working Party for specific clarifications or as an ex officio.

At this point item 48 was brought forward.

Cllr Thompson recapped the last meeting of the Working Group which was attended by Mr Doug Morrison, Chair of the SY&CC. Cllr Mick Cox who has re-joined the group was unable to attend.

The meeting was in two parts:

Review of RICS Level 3 Building Survey by Friend Associates.

The works identified are split between the first two years (£29.3k) and three to ten years (£11.0k).

Total cost over the next ten years is circa 50/54k with the addition of VAT and contractor professional fees. Two additional report areas are to be covered for infestation and drains. Mr Morrison had raised a point re smoke detectors. He provided documentation from the Fire Officer in 2019 disputing that they are required. The Clerk was charged with seeking clarity which has since been received & shared with Working Group members.

The RICS report will be shared with the SY&CCMC to allow them to employ larger and reputable contractors following competitive quotes based on the survey report but with costs removed.

The building insurers will need to see that the specified works have been covered by the relevant guarantees and warranties.

Second part: Cllr Thompson reiterated that the Parish Council have endorsed the decision that they do not wish to accept the offer from Staffs County Council to buy the SY&CC land but that it wishes Staffs County Council to make the same offer to the SY&CCMC who could set up as a Charitable Trust to run the building going forward. The Council would guide & assist the SY&CCMC in setting up & accessing grant funding as well as provide a level of proportionate financial support. Meeting dates are requested where the Council can meet with the rest of the SY&CCMC.

Cllr Smith asked if the Parish Council do not want ownership are they prepared to give it back with the building demolished?

Cllr Salter said that is not what Council want to do. They will request a review of the lease to enable the SY&CC Committee to take over. Cllr Salter also asked, as it has been discovered that County are insuring the building, whether there is an obligation of repair included? Cllr Smith said he did not know as he had only very recently discovered the info himself.

Cllr Thompson said that if Cllr Smith has a model of future ownership, then discussions should take place. Cllr Smith reiterated that he is happy to sit down with the Working Group at any time.

Cllr Salter then stated that there is no intention to close the SY&CC building, that Council want it to continue for the benefit of all users and to be run by the existing committee who he applauded for being so self sufficient in the past & with a proven track record of management that County should be aware of.

RESOLUTION: Council voted unanimously to support the recommendation of

The Working Group that Council identify the SYCCMC as preferred owners. The Friend Associates report minus costings would then be released to the whole SY&CCMC to allow them to move forward with building plans & that the Group will meet with them over the next few weeks to further explore this option.

Cllr Macdonald requested clarification of the role of Council re future obligations. Cllr Thompson said many more meetings would need to take place but the Council could assume the role of Custodian Trustees or not, but that the SY&CCMC would be able to approach Council for grant funding regardless in the same way as other groups in the Parish.

45 Finance.

Current financial position as at Tues 13th July 2021 & transactions to date:
Link to Financial transactions spreadsheet.

Unity Bank £178,105.11 Nat West Current Account £905.00 Nat West Liquidity Account £162,320.64 (earmarked funds). Nat West Business Reserve. £53,313.71

Consider whether Zoom subscription still required.

RESOLUTION: Council voted unanimously to keep Zoom for now with access offered to local groups to benefit.

46 Planning.

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

Update from Neighbourhood Planning & Property Committee Meeting 22nd June 2021: – includes update on Lammas Land boundary incursions

Cllr Thompson briefed Council on a recent meeting with residents of a property in Foden Close who were able to prove with detailed land registry documents that the land in question is theirs.

It was also noted that where there are land incursion issues, they should be handled from the outset by the Parish Council.

There has been no response to the letter sent to residents of the property in Oakwood Close that is under similar investigation. A second letter will now be drafted.

An objection has been submitted to the application by The Fox & Hounds for a pagoda on the grounds of it being poor quality & out of place in a conservation area and the neighbourhood plan.

An objection will be submitted for the recent Derry Farm application & one is already pending on the application for part change of use of field to dog exercise area, Mill Lane, Stonnall

• Meeting with Patrick Jervis of Lichfield District Council 22nd July

Covered under public participation.

• St John’s Church Wall: restoration update. Work progressing.

• Property asset review. The Clerk has received booking info from the Richard Cooper Room but awaits actual utilisation as well as the timescale info from Hough & Co re their building survey.

• Update on tree work on land adjoining Lammas Land

The owner of the land is disputing the quantity & quality of the work completed. Her emails detailing the complaint have as yet not been received but in a phone call she has been asked to resend so an investigation can start. In the meantime, the Clerk will forward photographs taken by Cllr Jones showing the actual extent of the work completed. To be pursued at Sept Council meeting.

• Damage to bench outside Stonnall shops. Cllr Nicholls will provide clerk with an email address to contact the Scout leader to discuss replacement. Council agreed it should be in vandal proof material.

Cllr Beilby expressed concern at the number of incidents of vandalism in Stonnall of late. The Clerk notified Council that a meeting with PCSO Andrea Horsnall & Stonnall Neighbourhood Watch is being arranged for as soon as possible.

• Doctors Lane. Resurfacing: update.

RESOLUTION: As Doctors Lane is an un adopted road it was unanimously agreed that Council should not take forward any actions regarding re-surfacing as it could set a precedent for other unadopted roads across the Parish.

Pinfold Island shrubbery: visibility issues: Cllr Thompson passed on a request from residents of Mill Court to have the shrubbery on the island cut back to improve visibility. Also, that signs nearby which are partly obscured by hedges be made more visible. The Clerk will discuss the island with Lichfield District Council & arrange for the Lengthsmen to deal with the hedge trimming around signs.

47 Lichfield District Local Plan consultation.

Dealt with under Public Participation.

48 Update from Stonnall Youth & Community Centre working group including

RICS 3 building survey & recommendations of next steps.

Dealt with under item 44.

49 Consider quotation from Friend Associates for survey of Lammas Land crossing. £385.00 + VAT.

RESOLUTION: Unanimously approved. Proposed Cllr Perry, seconded Cllr Edgley.

50 Consider new kitchen unit for Parish Office & re-carpeting.

Cllr Salter shared the attached plan with Council for a re-furbishment of the Parish Office kitchen & re-carpeting following two incidents of damage.

The total cost would be no more than £2,500. (Plan attached)

RESOLUTION: Unanimously approved. Proposed Cllr Perry, seconded Cllr Edgley.

51 Request for dog poo bin on the Glebe in Shenstone.

As Council are in possession of a spare bin this could be used to solve the problem of dog fouling on the grassy area. To be erected by Lengthsmen & added to LDC schedule.

RESOLUTION: Unanimously approved. Proposed Cllr Salter, seconded Cllr Jones.

52 Newsletter. Consideration of article re National Arboretum.

Cllr Edgley requested permission for the attached article to appear in the next Parish magazine both to attract volunteers and raise the profile of the NMA. Cllr Nicholls said it could appear alongside our “Big Poppy” initiative.

RESOLUTION: Unanimously approved. Proposed Cllr Perry, seconded Cllr Salter.

53 Next meeting of Full Council Tuesday 14th September 2021 at 7.15pm Shenstone Village Hall.