BREWOOD AND COVEN PARISH COUNCIL

WITH BISHOP’S WOOD AND COVEN HEATH

MINUTES THE ANNUAL GENERAL MEETING OF THE COUNCIL

HELD IN THE COUNCIL OFFICES, STAFFORD STREET, BREWOOD

ON THURSDAY, 10 MAY, 2007 AT 7.30PM

PRESENT

Ms A. Alden-Court, Cllr A. Ball, Mrs J. Carr, Cllr I. Clay, Mrs K. A. Holmes, Mrs L.E. Jones, Mrs A. Y. Millward, Dr R. C. H. Taylor.

1. REVISED MODEL CODE OF CONDUCT

The Council received and resolved to adopt the revised Model Code of Conduct, circulated prior to the meeting, with the inclusion of paragraph 12(2) which enabled members with a prejudicial interest the same rights as members of the public to speak to a meeting on the issue and then leave before the main discussion and vote. It was further resolved that a member with a personal and prejudicial interest could address the Council during public participation but withdraw from the meeting once the matter arose on the agenda. Standing Orders to be amended.

2. DECLARATIONS OF ACCEPTANCE OF OFFICE AND UNDERTAKING TO OBSERVE THE NEW CODE OF CONDUCT

Members were reminded that they must give written notification of any change to their registered interests within twenty-eight days of such change. For the present time any such changes would be notified on the appropriate proforma and forwarded to Rolf Levesley, South Staffordshire Council, Council Offices, Codsall, WV8 1PX. Copies of the proforma could be obtained from the Clerk (Proper Officer).

Declarations of acceptance of office were signed by all members present.

It was resolved that the elected members Mr F. Barrett and Mr M.J. Webb, having tendered their apologies for the meeting, be allowed to sign their declarations of Acceptance of Office at the next meeting of the Council to be held 31 May.

3. APPOINTMENT OF CHAIRMAN

The Chairman called for nominations for Chairman for the ensuing year. Mrs L.E. Jones was nominated, seconded and duly accepted the nomination. Cllr A. Ball was thanked for his contribution as Chairman.

It was resolved Mrs L. E. Jones be appointed Chairman for the ensuing year. Mrs L.E. Jones then signed her Declaration of Acceptance of Office as Chairman.

4. VACANCIES

The Parish Council had two vacancies for the Bishops Wood ward and two vacancies for the Brewood ward. The five applications, tabled at the meeting, were considered by members and a vote taken.

Mrs J.C. Jeffries and Mr I. Westwood were co-opted to represent the ward of Bishops Wood. Mr D. Evans and Mr G. Martin were co-opted to represent the ward of Brewood.

5. APOLOGIES

Mr F. Barrett – holiday, Mrs D.M. Holmes – family commitment, Mr M. Webb – holiday.

6. DECLARATIONS OF INTEREST

None were received.

7. APPOINTMENT OF VICE CHAIRMAN

The Chairman called for nominations for Vice Chairman for the ensuing year. Dr R.C.H. Taylor was nominated seconded and duly accepted the nomination.

It was resolved Dr R.C.H. Taylor be appointed Vice Chairman for the ensuing year.

8. APPOINTMENT OF PERSONS WITH SPECIAL RESPONSIBILITY FOR:

·	Responsible Financial Officer	Clerk, Mrs D.E. Drury
·	Finance	Defer to next meeting of the Council
·	Planning	Defer to next meeting of the Council
·	Playing Fields & Skateboard Parks
	Bishop’s Wood	Mr I. Westwood
	Brewood	Mr M. Webb
	Coven	Mrs J. Carr and Mrs A.Y. Millward
·	The Bront	Cllr I. Clay

9. APPOINTMENT OF STAFFING COMMITTEE

The Council considered the appointment of the Staffing Committee.

It was resolved the Staffing Committee would comprise of: Cllr A. Ball, Mrs K.A. Holmes, Mrs J.C. Jeffries, Mrs L.E. Jones, Mr G. Martin and Dr R.C.H. Taylor.

10. APPOINTMENT OF ANTI-SOCIAL BEHAVIOUR COMMITTEE

The Council considered the appointment of the Anti-social Behaviour Committee.

It was resolved the Anti-Social Behaviour Committee would comprise of: Cllr A. Ball, Mr F. Barrett, Mrs J. Carr, Mrs L.E. Jones, Mrs A.Y. Millward and Mr M. Webb.

11. APPOINTMENT OF BUILDINGS COMMITTEE

The Council considered the appointment of the Buildings Committee.

It was resolved the Buildings Committee would comprise of: Cllr I. Clay, Mrs D.M. Holmes, Mrs K.A. Holmes, Mrs L.E. Jones, Mr G. Martin, Dr R.C.H. Taylor (ex-officio) and Mr M. Webb.

12. APPOINTMENT OF BREWOOD DOLE TRUSTEES

The Council considered the appointment of the Trustees of the Brewood Dole Charity (seven): Mr A. S. Bourne, Reverend C. Burgess (ex-officio), Mrs L. E. Jones, Mr A. F. Prendergast, Mrs M. Sinnott, Dr R.C.H. Taylor, Mr I. F. Westwood. Mr A. F. Prendergast had indicated he would be willing to stand.

It was resolved the remaining Trustees be approved.

The Council considered the appointment of the Council’s representative on the Bushbury Charities. Mr A. F. Prendergast was the present representative. The Trustees were appointed for a four yearly term of office. Mr A. F. Prendergast had indicated he would be willing to stand.

It was resolved Mr A. F. Prendergast be appointed as the Council’s representative on the Bushbury Charities.

It was resolved that a meeting be arranged in the near future with Mr J. Cook and other Trustees of the Brewood Dole Charity. Defer to the next meeting of the Council for consideration as to whether the public would be excluded from such a meeting.

13. APPOINTMENT OF SCHOOL GOVERNORS

The Council from time to time may be called upon to make nominations for Local Authority Governors (LA) for the following Schools:

Brewood C.E. (C) Middle School	Mrs H. Fortescue – appointed July 2005 Mr Roy Wright – appointed March 2007

St John's C.E. (VC) First School, Bishop's Wood	Mrs S. Groom - appointed November 2006 Mrs L. Shaw – appointed November 2005

St Mary's R.C. School	Mr A. Ridyard – appointed November 2005

St Mary & St Chad C.E. School, Brewood	Ms T. Carey - appointed August 2006

St Paul's C.E. School, Coven	Mrs L.E. Jones – appointed September 2005

14. APPOINTMENT OF REPRESENTATIVES ON OUTSIDE BODIES

The Council considered and approved the appointment of the Council's representatives on the following:

	Existing Representatives
Brewood Village Community Council	Mrs D. M. Holmes
Bishop's Wood Village Hall Management	Mr I. Westwood
Coven Memorial Hall Management Committee	Mrs A. Y. Millward
Brewood Parish Sports Association	Cllr A. Ball, Mr R.M. Jones availability to be confirmed, Mr M. Webb
South Staffordshire Sports Association	Mr M. Webb
Youth & Community Stakeholders	Cllr A. Ball
Police Consultative Committee	Mrs J. Jeffries, Mr M. Webb
Parish Council Passenger Contact	Ms M. Alden-Court
Standards Committee	Dr R. C. H. Taylor
Eurocare Liaison Committee (Four Ashes)	Cllr I. Clay, subject to availability & Dr R. C. H. Taylor.
South Staffordshire Parish Councils' Area Committee	Mrs K.A. Holmes.

15. MINUTES:

The minutes of the meeting of the Council held on 26^th April, having been circulated, were taken as read and were confirmed as an accurate account of the meeting subject to it being noted that item 408, Staffordshire County Council installation of seasonal attachments, was to be forwarded to the Christmas Lights Committees as well.

16. CRIME AND DISORDER ACT

Section 17 of the Crime and Disorder Act, 1998 places a duty on local authorities to consider the crime and disorder implications when exercising its functions and to do all that it reasonably can to prevent crime and disorder in its area. Unless otherwise stated it was not considered that the resolutions to be moved herein would have any adverse impact for the purposes of the Crime and Disorder Act.

17. PUBLIC PARTICIPATION

The Chairman moved that the meeting be adjourned for a period of no more than fifteen minutes to allow any elector of the parish or his/her representative to raise or question any issues appertaining to proper Parish Council business.

No representations were made.

18. POLICE REPORT

No report.

MATTERS ARISING:

154** Public Conveniences, Sandy Lane, Brewood. Mr John Round, South Staffordshire Council had visited the site just prior to completion by the contractors and identified some work that needed further attention – better gloss finish and poor rendering in some places. Further work had subsequently been identified to make the toilets more serviceable - tiling, a hot and cold tap in the storeroom and hanging baskets on the outside. Clerks report referred – query with regard charge for boxing in of pipe-work. Letters also received from the Brewood Phantom declining the Council’s invitation to the opening of the public conveniences, congratulating the Council on the event and members’ sense of humour and enclosing commemorative key rings for members. Letter received from the Phantom inviting Members to the premier of the film taken at the viewing.

It was resolved the Clerk pursue the charges with regard to the boxing in of pipe-work, obtain quotes for tiling and installation of hot and cold taps in the store room from a local contractor, provide for a hanging basket and raise the matter of a stay on the door of the toilet for the disabled.

347** Buildings Committee. The grant application had been submitted to the Community Buildings Lottery Fund.

Matter of report.

403* Quality Status. SPCA had advised that Defra’s statement with regard to reaccreditation was that “the partners to the current scheme have agreed that existing accreditations should be extended until such time as the new statutory provisions come into effect.” SPCA to keep the Council informed of any future changes.

Matter of report.

406* Green Bus Service No. 3. Mr I. Westwood raised his concern at the implications for residents of Bishops Wood now that the 17:10 Green Bus Service no. terminated at Brewood.

It was resolved the Clerk contact Staffordshire County Council requesting the service be reinstated as far as Bishops Wood, or offer an alternative service, as residents had no other means of returning to Bishops Wood from Wolverhampton after work.

413* Amey Mouchel, Coven Heath Grass Cutting. Amey Mouchel stated that they were only contracted by Area Highways to cut the grass along the Trunk Road at Coven Heath and that the first cut of the year always looked the untidiest but if they cut earlier then the last cut of the year would be earlier. Further email received from Mr Farrell, Coven Heath recommending the Trunk Road was cut with the same frequency as Ball Lane.

It was resolved the Clerk write to the Highways Agency recommending grass cuttings should be collected from alongside Trunk Roads.

414* Air Quality in South Staffordshire South Staffordshire Council, Further Assessment of Air Quality in South Staffordshire. A report had been produced for consultation by 27 May. We were asked to view the report on the Staffordshire web site, which ran to 60 pages, to support the Council’s efforts to be more sustainable. Web site: www.sstaffs.gov.uk, “Your Services”, “Environmental Services”, “Pollution Control”, “Air Quality”. A copy was also available on the PC in the Parish Council Office and could be made available on disk if necessary.

It was resolved the matter be deferred to the next meeting of the Council.

Area Highways referring to a number of matters raised in previous weeks:

· Planters, Coven – the 9 planters would not cause a problem where they were currently located and could stay in position.

· Severn Trent Works, Bishops Wood – Staffordshire County Council notified this Council of works they were to carry out within the Parish. Although it was for each utility to carry out its own public consultation, County licensed the works. The traffic management contractors used by Severn Trent for these works had been removed from their list of approved contractors.

· Yellow line markings, Brewood and Coven – would be completed within the next month, if weather permitted.

· Safety of trees along Kiddemore Green Road – none of the trees were in the ownership of Staffordshire County Council but they could present a danger to highway users. Accordingly Mr D. Wright, Area Highways, had arranged for a condition survey and would contact the landowners to carry out any necessary remedial works.

· Location of bench, Coven – the proposed site for the bench (from BKV prize money) be approved

· Footways, Horesebrook Lane - funding had been secured to resurface the footway and works were programmed for November/December 2007.

· Bridge over the canal, High Green, Brewood – D. Wright confirmed the road bridge was the responsibility of British Waterways. The footbridge belonged to Staffordshire County Council.

It was resolved the Clerk obtain further information as to the appropriate procedure for consultation where scheduled road-works affected the public and confirm with Area Highways the speed restriction markings would be reinstated on the approach in to Bishops Wood near Bishops Wood Village Hall.

CORRESPONDENCE RECEIVED:

Letters had been received from:

19. South Staffordshire Council with regard to the forthcoming Children & Young People’s Conference for South Staffordshire held in the Council Offices, Codsall on 6 July. Further details would be supplied nearer the date.

Matter of report.

20. SPCA Training, Welcome New Councillor event to assist newly elected councillors in council procedures and enable them to become familiar in their new role. Held on 14 June, Peel Buildings, Stafford at 2-4pm or alternatively 7-9pm at a cost of £20 per delegate. Three further modules on the role of Councillors would follow at a future date.

It was resolved Ms M. Alden-Court, Mrs J. Carr, Mr G. Martin and Mrs A.Y. Millward would attend the event – preferred times of attendance to be confirmed. Clerk to contact Mr D. Evans to confirm whether he also wished to attend.

21. SPCA, Annual Clerk’s Training Day, 3^rd July, 9.30am-3.30pm, County Hall, Stafford at a cost of £40. The Trainee Clerk, Mrs S. Groom had indicated she would like to attend.

It was resolved the Clerk, Mrs D.E. Drury and the Trainee Clerk, Mrs S. Groom, attend the event.

22. NALC, Financial update March 2007 providing details of the need to carry out an annual review of the effectiveness of the system for internal audit. Approval of Statement of Accounts and the Annual Governance Statement required by 31 August and the publication of Statement of Accounts and the Annual Governance Statement required by 30 November. These dates would be further amended in 2008 to 31 July and 31 October then in 2009 to 30 June and 30 September respectively.

Matter of report.

23. Staffordshire County Council and SPCA, invitation for a representative of the Parish Council (Clerk or a Member) to attend the Local Councils’ Conference to be held at the Kingston Centre, Stafford on 29 June, 9.45am. There was no charge for attending. The Trainee Clerk had indicated that she would like to attend if that was acceptable to Members and the Clerk.

It was resolved the Trainee Clerk, Mrs S. Groom attend the event.

24. Mr David Burton-Pye, South Staffordshire Council enclosing details of this years Southern Staffordshire Partnership – Design Awards Scheme and inviting this council to submit this Councils Public Conveniences in Sandy Lane.

It was resolved the Clerk submit the entry for the Public Conveniences, Sandy Lane.

25. SSCVA with regard to the Community Action Network meeting at the Trinity Methodist Church, Histons Hill, Codsall between 10.00 – 12.30 on 17 May. Topics included domestic energy saving ideas, Community and Learning Partnerships, unpaid work requirement of Community Orders. Cllr A. Ball reported that he was already scheduled to attend the meeting and would report back to Council.

It was resolved Member’s wishing to attend would notify the Clerk at the meeting.

26. Staffordshire County Council with regard to footpaths 40 and 0.879(a), Jackson’s Bridge, Brewood Parish. A County Ranger had inspected the routes and found the surface to be, at present, in a satisfactory condition. They would monitor and review the situation in the future.

Matter of report.

27. CORRESPONDENCE CIRCULATED:

Agenda and reports for the meeting of South Staffordshire Council’s Partnership and Strategic Services Scrutiny Panel held 17 April.

28. CHAIRMAN’S REPORT:

No report was made.

29. FINANCE REPORT:

The Council received the finance report from the Chairman and resolved the following matters:

· the Q4 Budget Sheets, circulated prior to the meeting, be received

· the list of accounts for payment as at 10 May 2007 be approved

· the signatories for the Council accounts be changed to Head of Finance (to be confirmed), Mrs D.M. Holmes (current signatory), Chairman (Mrs L.E. Jones), Dr R.C.H. Taylor (current signatory) and Cllr I. Clay (current signatory)

· the County Air Ambulance Charity to receive a grant of £50 towards their operating costs of £3.5 million each year. Deferred from the previous meeting

· the Open Spaces Society to receive a grant of £25 towards their efforts to identify unlawful works and encroachments on commons and to campaign for their removal. Deferred from the previous meeting. Donations in 2006/07: £25 maintenance of stiles and gates, £52.50 support members registering “Greens” and £30 subscription.

· having considered the final invoice for £3475.35, excluding VAT from Maythorne Construction, Council resolved to withhold payment until the work had been satisfactorily completed after which payment would be made retaining 2.5% of the project costs for 6 months. Item 154 and Clerk’s report referred.

· The offer of the microwave be declined on health and safety grounds and Mr D. Barker be thanked for the offer.

31. PLANNING REPORT:

The Council received the planning report from the Chairman and made the planning recommendations as set out in the attached schedule.

Mrs K.A. Holmes abstained from voting on planning application 07/00455/REM.

Members noted the confidential report from South Staffordshire Council with regard to a TPO in the parish.

Notice of appeal by Mr and Mrs Millard with regard to their planning application for a first-floor extension over the existing garage and a first-floor link extension to the main dwelling at 11 Gregory’s Green, Coven. Representations required by no later than 24 May.

It was resolved the Clerk write reiterating the objections. Cllr I. Clay to provide more details if required.

32. PLAYING FIELD REPORTS:

The Council received the playing field reports. The Clerk reported that the playing field inspection reports were now available and that paperwork had been obtained confirming that the bark chippings, recently supplied by Playquest, were to the required standard. This had been done in the light of concerns raised by the caretaker at Coven.

· Bishops Wood – no report.

· Brewood – no report.

· Coven - no report.

33. CLERKS REPORT:

The Council received the written report of the Clerk, Mrs D.E. Drury and resolved the following matters:

· The Clerk arrange for the current auditor, Mrs J. Pegg, to carry out an internal audit

· Public conveniences – see item 154**

· The balance of the donation received from a Coven resident be transferred to the Coven Newsletter delivery fund

· Tenders for fencing off the existing Coven Changing Rooms be obtained

· The recommended notices be arranged for The Bront

· Post of gatekeeper be advertised to lock/unlock the gates of Coven playing field until the new changing rooms have been built

· A meeting of the staffing committee be scheduled for 17 May at 6.30pm

· Clerk reply that no reports were received with regard to homeless/rough sleepers

· A small skip be arranged for Coven Heath allotments

ANY OTHER BUSINESS:

34. Spring Lane, Bishops Wood. Mr I. Westwood reported Japanese Knotweed was growing in the hedge in Spring Lane, Bishops Wood.

It was resolved the Clerk follow up the matter with South Staffordshire Council.

There being no other business the Chairman declared the meeting closed at 9.15pm.

CLERK’S REPORT FOR THE MEETING HELD10^TH MAY 2007

Audit for the Council’s Accounts for the year ending 31 March 2007

Formal notice had been received from the Audit Commission that 31 July had been appointed as the date on or after which interested parties for the area to which the annual return related may exercise their rights under the Audit Commission Act 1998 and the Accounts and Audit Regulations 2003 (as amended). Clerk requested Council’s permission to arrange for the internal audit to be carried our by our current auditor, Joyce Pegg.

Public Conveniences – Sandy Lane

The final invoice from Maythorn Construction included a charge of £418 for the boxing in of the pipes under the washbasins. This charge was challenged on the grounds that the plastic pipes installed were not in compliance with the specification which states pipe work was to be stainless steel vandal proof type. If the specification had been adhered to it would not have been necessary to box in the pipe work. The handyman had asked that hot and cold taps be installed in the storeroom and the Council were asked to consider whether the areas at the back of the washbasins and the gents urinals should be tiled. It had also been suggested that a large flower basket be placed on the outside wall of the building.

Road re-surfacing in Brewood

PC Mitchell had expressed concern that the closure of the Brewood Middle School Car Park because of safety issues was causing a considerable problem with parking for parents delivering their children to the school. The situation had been very much exacerbated by the fact that the resurfacing of the road had obliterated the waiting prohibitions and she was unable to enforce any parking restrictions. The Clerk had have relayed her concerns to the Divisional Highway Manager and he was looking into the matter. It was hoped that the lines would be repainted next week.

Coven Seat

A donation of £200 had been received from a resident of Coven towards the seat that had been installed outside the Methodist Hall, Coven. The cost of the seat was £579.59 plus VAT. There was currently £510 in the Coven Members’ Newsletter Delivery fund which they had agreed should be put towards the cost of the seat. This left a balance of £131.18. which the Clerk recommended be transferred to the Members’ Fund.

Fencing at the Coven Playing Field

The changing room block had been vandalised during the week with attempts having been made to kick in one of the toilet doors, which were now rotten. In addition one of the residents of Sunset Close had complained of nuisance from youths congregating in the area. The Council had already agreed that a fence was to be erected around the building prior to any building work commencing. The Council had also agreed that tenders be invited for the refurbishment work. Council were asked whether they wished for the Clerk to seek tenders for the fencing and that this be erected as a matter of urgency?

Printer

A colour LaserJet printer was to be ordered through the County Purchasing Scheme at a cost of £366.99 ex VAT as soon as an account with their ICT supplier had been set-up. When time allowed it was intended that the printer be accessible to the other PCs in the office over the Broadband network.

The Bront

The Clerk had received reports from a resident of Coven that on two occasions she and her husband had witnessed a quad bike being driven at speed around The Bront, which gave them cause for concern. It was an offence to take a motorised vehicle onto an area of open space and PC Helen Mitchell would be visiting the person involved to advise him accordingly. As there had been other instances in the past of motorbikes being driven around The Bront was it the Council’s wish that appropriate notices be erected?

Parking outside the side entrance to St Mary & Chad Church

The Vicar had complained that indiscriminate parking outside the entrance, adjacent to the police station in Market Place, was preventing access for the disabled. The Clerk had spoken to PC Mitchell and she had reported that, despite her efforts to move people on, she was unable to enforce a waiting ban and had suggested that the provision of a parking bay for the disabled would solve the problem. Accordingly the Clerk had relayed her comments to the Divisional Highways Engineer.

Coven Heath Grass cutting and road works

With regard to the complaints raised about the grass cutting on the central reservations, Amey Mouchel had advised that the next cut was scheduled for June., which was in accordance with the contract. They were only contracted to carry out a scheduled number of cuts per year and the contract did not include for the collection of any grass cuttings. If additional cuts were requested early in the season this would mean that cuts would be missed later in the year.

Grass Cutting on The Bront

South Staffordshire Council’s Grounds Maintenance had advised that the area of grass around the trim trail and picnic bench would be included in the close cut area in future.

National Gathering of Morris Men

The above event was to be held in Brewood and would be based at St Dominics with a parade from the School to St Mary & Chad Church followed by a Church Service on Sunday 22 July. Some three hundred Morris Men would be taking part in the event and a street closure order had been requested for the Market Place.

South Staffordshire Council’s Street Homelessness/rough sleepers Survey 2007

Members were requested for any knowledge of anyone falling into the above category within the parish. This excluded anyone sleeping at friends’ houses as this information was collated separately. We were asked to forward details before the 25 May.

South Staffordshire Council’s Architectural and Landscape Services

The Clerk had written a letter of appreciation to the Head of the above Department thanking her for her officers’ assistance with the tree survey of The Bront, and the inspection of the Public Conveniences in Sandy Lane. The letter had been acknowledged.