BREWOOD AND COVEN PARISH COUNCIL
WITH
BISHOP’S WOOD AND COVEN HEATH
MINUTES OF THE MEETING OF THE COUNCIL HELD IN THE COUNCIL
OFFICES,
PRESENT:
Cllr A. Ball, Mrs J. Carr, Mr D. Evans, Mrs
D.M. Holmes, Mrs K. A. Holmes, Mrs J.C. Jeffries, Mrs L.E. Jones, Mr G. Martin,
Dr R.C.H. Taylor, Mr M. Webb.
APOLOGIES:
M. Alden-Court – personal commitment, Mr F.
Barrett – prior engagement, Cllr I. Clay – SSHA Seminar, Mrs A. Y. Millward –
prior engagement, Mr I. Westwood – prior engagement, Cllr M. Hampson – unwell.
The Chair welcomed
Mrs Deborah Poole, the new Assistant Clerk, and introduced her to Members.
MINUTES:
The
minutes of the meeting of the Full Council held 27 March 2008 were approved as
being an accurate record and duly signed subject to it being noted that Mrs
A.Y. Millward was present. The minutes of the meeting of the Traffic Management
Committee held 31 March 2008 were approved as being an accurate record and duly
signed.
DECLARATIONS
OF INTEREST:
Dr R.C.H. Taylor declared a personal and
prejudicial interest in matters relating to traffic management in Brewood. Cllr
A. Ball declared a personal and prejudicial interest in planning application
08/00381/FUL.
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.
446.
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.
Mr J. Griffithes, Sunset
Close, Coven raised his concern that the redevelopment of the old changing
rooms at Coven no longer included railings and locking gates as local residents
had previously requested and they had understood would be provided. Mr
Griffithes read out a letter that Mrs Brotherton, also of Sunset Close, had
received from the Council relating to this matter. The Clerk reported on the
matter providing details of the Child Protection and Health and Safety concerns
that had been brought to the attention of Local Members by the builder and
project manager – Clerk’s written report also referred. It was noted that
although the design had been subsequently changed to accommodate gates if
necessary in the future such a decision would be subject to advice being sought
from qualified professionals and the approval of the Council.
Mr P. G. Sanders on behalf
of Mrs M. Parton of
It was resolved that Cllr A. Ball would follow-up the matter and the Clerk would forward a copy of the letter to Cllr I Clay.
Mrs J. Edwards
of
447.
POLICE REPORT
The Council received the written Police report.
MATTERS ARISING:
288** Coven Changing Rooms.
Redevelopment of old Coven changing rooms to sun shelter/ community seating
area – two residents had raised their concern that the alterations to the
building no longer included any locking gates to the seating area. Mrs A. Y.
Millward and Cllr I. Clay had initially met these residents on site when their
concerns were raised, followed by a further site visit with the residents the
following morning attended by Mrs L.E. Jones, Mrs J. Carr and the Clerk Mrs S.
Groom. Letter received from ‘residents of Sunset Close and adjoining
properties’ raising their concern that the agreement that they understood had
been reached in 2007 has now been disregarded. Clerk’s report referred. Members
accepted the actions taken to date with regard the redevelopment of the old
changing rooms. The Chair reported that the builders had spoken very positively
about the local youths and the lack of vandalism.
Matter
of report.
New Build of changing rooms –
email received from Bob Booker of the Football Foundation confirming para 21
‘Security’ in the General Terms did not apply. The grant acceptance form had
been signed and returned. The meetings with Mr Beards and Mr Twigger had
included discussions on responsibilities, future actions and outstanding costs
to be identified. Clerk’s report referred.
Matter of report.
347** Buildings – Proposal for New Development. Meeting of stakeholders to be arranged to discuss the proposals tabled by Brewood Ideas Group. Mr Frank Humphreys had submitted an invoice for work to date (the previous letter was notice of intent to invoice). Mrs L.E. Jones and Dr R.C.H. Taylor had met to investigate the matter further. The Clerk had drafted a reply to Mr Humphries for the Chair and Vice Chair to approve explaining the Council had no expectation of being charged for the preliminary drawings.
It
was resolved the Clerk arrange a meeting of stakeholders – Mr P. Jackson
representing the Brewood Ideas Group, Rev. Clive Burgess, representative(s) of
the Dioceses, Mrs A. Lunt Headteacher of St Mary and St Chad’s First School and
the Buildings Committee. It was further resolved the letter be sent to Mr
Humphries.
72 and 151 Proposals for a
One-way System – Traffic Management. Dr R.C.H. Taylor left the meeting while this matter was discussed. The
Council received the report of Mrs D.M. Holmes, Chair of the Traffic Management
Committee and considered the recommendations made. WPC Mitchell had supplied
the contact details of the representative who could make a presentation on the
Community Speed Watch initiative.
It was resolved the recommendations of the Traffic Management Committee be approved for extending double yellow lines on Bargate Street, along Church Road and down to Dean Street and on Sandy Lane opposite Vicarage Road. It was further resolved the Clerk arrange a presentation of the Community Speed Watch Initiative for the Traffic Management Committee at their next meeting on April 28.
217. Proposals for a
Matter of report.
234. Review of Standing
Orders. Members of the Standing Orders Committee had met on 31 March and
identified further minor changes. One final point had required clarification
from our internal auditor after which the changes would be copied to members
for approval prior to forwarding to the printer. The Clerk reported that this
point had now been addressed.
Matter of report.
302. Chain of Office. The new chain had
been engraved from the year 2000 and returned to the Council. The Members who
had stood as Chair up to 2000 had still to be engraved on the old Chain.
It was resolved the Clerk obtain a quote for engraving the names and dates of the remaining Chairs (seven) on the back of the existing ‘tabs’ thus only incurring the cost of engraving.
307.
It was resolved the Clerk write again to British Waterways explaining they have a responsibility to maintain the bridge in Brewood which is in a conservation area and request they make arrangements to have the paint removed. It was further resolved the Clerk write to Father Michael at St Mary’s raising the Council’s concern at the possible Health and Safety risk the wall represented.
324. Portable Flashing
Speed Warning Signs. Details of portable solar-powered Vehicle Activated
Signs were to be sought for consideration as an alternative to the signs costing
£5,000 each. Clerk’s report referred.
It was resolved the report be circulated with the next agenda for consideration at the meeting of 24 April.
377. Affordable Housing.
Ms
Ursula Bennion had confirmed that she would attend the Council meeting of 24
April at 7.00pm with Mr John Lancaster and Mr Grant Mitchell. Copy
correspondence also received from Cllr M. Hampson to Ms Bennion – copy circulated
to Members prior to the meeting.
Matter of
report.
386. Barnfield
Sandbeds. Letter received from Mr Rolf Levesley, Chief Executive, South
Staffordshire Council stating they would consider recognising the name of
Deacon at the Barnfield Sandbeds but the outcome could not be guaranteed. No
reply to this Council’s enquiry regarding South Staffordshire Council’s plans
for the Sandbeds and the money received.
It was resolved the Clerk follow-up requesting a reply to the original enquiry.
408. Croft House, Coven. Clerk’s report referred.
It was resolved the Clerk approach the Health and Safety Executive and seek further advice.
425. Recognition,
Community Volunteers. The suggestion that community volunteers receive
some form of recognition had been agreed in principal. Deferred from the
previous two meetings for Members to consider the matter further.
It was resolved an article
recognising the work of the Parish’s community volunteers be included in the
next Parish Newsletter with a request for nominations recognising outstanding
service to the community.
428. Public Participation – Coven Luncheon and Sunday Social Club. Clerk’s report
referred.
Matter of report.
430. Brewood Christmas
Lights. Dr R.C.H. Taylor reported that he and Mrs L.E. Jones met with Mr Peter Wakeham,
Mr Peter Element and Mr Keith Gaiter on 8 April to discuss the matters raised
in the letter from Mr P. Plowright on behalf of Rotary. Rather than having made
a loss the Rotary Lights committee were concerned that the Brewood Lights in
2007 had used more of the buffer of funds than usual thus reducing the funding
to be carried forward to 2008. Assurance was given that any funds raised for
the Christmas Lights or at a Christmas Lights event would be ring-fenced for
the lights. A report detailing the points discussed was on file. Cllr A. Ball
requested it be minuted that he was concerned the motion to approve meeting in
November to discuss the possible need for further funding was against Standing
Orders.
It was resolved the Clerk include an article in the Parish Newsletter seeking organisations or individuals willing to fundraise through the year towards the Brewood Christmas Lights. It was further resolved that Members would meet with the Lights Committees in November prior to considering the budget and that the Rotary Lights Committee be asked for a set of accounts for 2007.
431. Parish Youth
Champions – South Staffordshire Council. Mrs J.C. Jeffries to
discuss with
Matter of report.
CORRESPONDENCE RECEIVED:
Letters,
reports, and e-mails had been received from:
448.
Staffordshire
County Council raising an Order to redefine and confirm the footpath from
It was resolved the Clerk write
to Staffordshire County Council as per the advice of Mr Jones, supporting the
Order and requesting we be kept informed and consulted should any objections be
received.
449.
Mr P. Jackson, Brewood Ideas Group with regard to
when arrangements could be made for their presentation to be made to
Staffordshire County Council, offering to attend the meeting to be scheduled
with stakeholders, stating they would like to explore the possibility of
getting the whole scheme incorporated as a Local Development Document within
the Local Development Framework and the need to revise the Parish Plan. Copy tabled
to Members at the meeting.
It was resolved the matter be
deferred to the next meeting of the Council when Cllr R. Roberts would be
available to advise on the best approach for presenting the Brewood Ideas Group
proposals to Staffordshire County Council.
450.
South Staffordshire Council with regard to the
Parish / District Liaison Group Meeting to be held 22 May at 6.30pm (doors open
6.00pm) until 8.30pm at the Council Chamber, Codsall. Full details of the
agenda were circulated to Members prior to the meeting. Dates for future
meetings were also enclosed.
It was resolved Members wishing
to attend to notify the Clerk at the meeting – Mr G. Martin to attend.
451.
Staffordshire County Council with regard to their
annual ‘Presentation Evening’ for the Duke of Edinburgh’s Award. The Chair or a
representative of the Council was invited to attend the event on 24 April,
7.30pm at the Quality Hotel, Penkridge. Candidates were from
It was resolved the Clerk send
apologies explaining the circumstances.
452.
Mr P. Tapp, Headteacher of Wolgarston High School
inviting the Chair to attend the ‘grand opening’ of their new school library on
Friday 18 April starting 10.45am for 11.00am. The library would be opened by
David Kidney MP and Peter Traves, Corporate Director of Children and Lifelong
Learning.
It was resolved the Chair, Mrs
L.E. Jones attend on behalf of the Council as she was already attending in her
capacity as Governor.
453.
Energy Efficiency Advice Centre offering to provide
talks to groups of residents or community groups and training to Parish Council
Staff on such matters as keeping warm and healthy, grants / schemes to heat and
insulate homes, reducing fuel bills, reducing damp and condensation and hints
on making a home more energy efficient.
Matter of report.
454.
Community Council of Staffordshire with regard the
Matter of report.
455.
Annual report of the Trustees of Brewood Parochial
Charities received.
Matter of report.
456.
Joint Black Country Core Strategy Steering Group
with regard to a consultation event ‘Preferred Options: Where Are We Now” 9
April 10am to 1pm at the
Matter of report.
CORRESPONDENCE CIRCULATED:
Agenda and reports for the meeting of South
Staffordshire Council to be held on 8 April.
Brewood Civic Society minutes of the meeting
held 17 March and copy correspondence to Mr Yates of Kiddemore Green –
hedgerows
Watchdog Scheme – Staffordshire Consumer
Forums and Conference (for ‘Watchdogs’).
Trading Standards Alerts: Bogus Calls
supposedly from Age Concern; Bogus Health and Safety Checks; Bogus Official
Attack; Counterfeit Vodka; Double Glazing; Lunar Eclipse Email Warning;
Telephone Bank Details Scam; Unsafe Sofas – Door Step Traders.
Fields in Trust Spring Newsletter; Sutcliffe
Play Newsletter; ROTO – Rotary newsletter.
Cross Talk.
Opportunities.
Village News.
457.
CHAIRMAN’S REPORT:
The
Council received the report of the Chair, Mrs L.E. Jones who reported that
children from St Dominic’s had visited the Council Offices and met with the
Chair on 17 March. On 8 April St Mary and St
458.
FINANCE REPORT:
The
Council received the Finance Report from the Head of Finance, Dr R.C.H Taylor and
resolved the following matters:
·
the Accounts for payment as at 10 April 2008
be approved.
·
the payment of extra hours worked by the
Assistant Clerk Mrs V. Turner while the Clerk was on Annual Leave, amounting to
12.75 hours be approved.
·
the renewal of Membership of the Community
Council of Staffordshire at a cost of £20 be approved.
See also
item 461 and item 347** - invoice received from Mr F.
Humphries.
Notice received for the renewal of the
Council’s Insurance – renewal date 1 June.
It was resolved the
Clerk review the details of the cover and report back to Council.
The Chair thanked the Clerk Mrs S. Groom,
Assistant Clerk Mrs V. Turner and Car Scheme Co-ordinator Mrs C. Cumming for
all their hard work over the last few months.
459.
PLANNING REPORT:
The Council received the Planning
Report from the Head of Planning, Mrs D.M. Holmes and considered the planning
applications received as set out in the attached schedule.
South Staffordshire Council with
regard to AL/18/2008/CA – application to carry out tree works by Mr T. Biggar
of The New House,
Matter
of report.
460.
PLAYING FIELDS REPORT:
To receive the reports of:
Mr I. Westwood – Bishop’s Wood
Playing Field and
It
was resolved the Clerk include an article in the May issue of the Bugle with
regard to the broken bench.
Mr M. Webb – Brewood Playing
Field. Clerk’s report also referred.
It
was resolved:
·
two new signs be purchased at a
total cost of £210.89 inc VAT, Mr Barker to erect the signs,
·
a quote be obtained for removing
two dead trees from the edge of the playing field in
·
the Clerk investigate the
feasibility and cost of consolidating the array of signs at the
Mrs J. Carr – Coven Playing Field.
It
was resolved the Clerk make arrangements for the following to be addressed:
·
rubber mats lifting by the large
swings
·
bark at the aerial runway to be
topped up (other areas require additional bark on all three playing fields)
·
repair required to skateboard
equipment where a panel was missing (reported to be not dangerous)
·
the small play equipment required
painting.
The Clerk reported that advice
was still being sought from South Staffordshire Council – Mr Howard Medlicott
had advised against Russian Vine because of the maintenance implications. Advice
was now being sought with regard to evergreen honey suckle and evergreen
clematis (Virginia Creeper deemed acceptable although not evergreen). Once
appropriate planting had been identified it would be necessary for Local
Members to decide which side of the fence should be planted up.
461.
CLERKS REPORT:
The
Council received the written report of the Clerk, Mrs S. Groom. Matters arising
had been recorded earlier in the minutes.
It was resolved:
·
The
Clerk be paid for up to 36 hours per week during April.
·
The
Clerk be allowed to work additional hours, up to 36 hours per week, during May
whilst assisting with training Mrs Poole, to be reviewed again at the end of
May.
·
The
Clerk to inform
·
Mr
M. Webb would take the Playing Fields reports at the Annual Meeting on 17
April.
ANY OTHER MATTERS OF REPORT:
None received.
There being no other business the
meeting closed at 9.25 p.m.
Clerk’s Report for the Meeting Held 10 April
2008
288** Coven Old
Changing Rooms Ace
Kind are proving to be extremely professional contractors – on their own
initiative they have written to the local residents notifying them of when they
would be starting work on the changing rooms and providing contact numbers in
case the residents had any concerns. South Staffordshire Council have also
confirmed in writing that planning approval was not required for the revised
design.
Design of Old Changing Rooms. The design
proposals for this building to convert it to a sun-shelter / seating area and
store room has passed through a number of phases.
·
The
drawings against which Council originally appointed a builder provided for a
rectangular recess with curved railings across the front on a half wall and a
gated access between the railings through to the seating. At the time it was
noted that residents of Sunset Close had requested gates to ensure youths could
not access the seating after the playing fields were closed.
·
On
meeting with our Project Manager and the Builder those present were advised
that in their experience this was not a workable solution. It was agreed the
builder would requote for replacing the railings with a roller shutter and for
removing the front wall to create a more open aspect, amongst other details. A
quote for recessed railing was later also requested as the open aspect would
encourage youths to kick a ball in.
·
To
reduce the room available for kicking balls at the sun-shelter it was agreed to
turn the design around 90º to face the small childrens’ play equipment.
·
Before
work started the builder made another proposal which included recessing the
corner of the building that faced onto the play fields, to be left open on two
sides with a corner support column retained, with no railings, shutters or
gates. The intention behind this was to address a number of concerns:
- there was a risk that railings
would enable youths to climb on the roof of the building
- a ball kicked against railings
and a gate could create an unreasonable nuisance
- the rectangular recess looked
like a goal mouth and would potentially encourage balls to be kicked in
- any noise in the rectangular
recessed area would be worse for being semi-enclosed
- the semi-enclosed design with
railings and a gate meant any one using the seating area could feel ‘trapped’
if anyone undesirable entered the seating area
It was felt that this solution addressed a
number of Child Protection and Health and Safety concerns by opening up the
space it greatly improves visibility across the childrens’ play area from the
seating thus improving safety, creates a safer seating area avoiding the
possibility of a group effectively ‘trapping’ anyone in the area and the more
open aspect should make the space less appealing to kick a ball into whilst
also reducing the affect of any noise in what would have been a more enclosed
space.
At the site meeting on 1 April a decision
was made, in response to the concerns raised by two residents, to adjust the
design again so that if in the future it was deemed to be necessary to gate off
the seating area then gates could be erected without further building works
being required.
288* Coven New Changing
Rooms – with
agreement of the Chair and Head of Finance I did not obtain feedback from SSDC
with regard to the Terms and Conditions of the grant agreement – they had
offered to review as a favour and nearly 2 weeks later had not had time to open
the envelope. In view of the Football Foundation’s with regard to paragraph 21
the grant acceptance form was returned within the required timeframe. Two
meetings have subsequently been held, on 4 and 8 April with Kevin Twigger
(Architect), Leon Beards (Project Manager) and the New Changing Rooms Committee
to progress the project. Reports documenting the meetings are on file.
307 Canal Bridge,
Near the Bridge Inn, Brewood. I have spoken to Steve Bicknell of
324 Portable
Flashing Speed Warning Signs I have spoken to representatives of Staffordshire County
Council on this matter. A report will be circulated with the next agenda for
Members’ views at the meeting of 24 April.
408
Croft House, Coven.
Further to the concerns raised with regard to scaffolding that had been erected
around this property for 18 months South Staffordshire Council had confirmed
that as there was no related planning application it was not a matter they
could act on. Recommended resolution:
the Clerk approach the Health and Safety Executive and seek further advice.
428 Public Participation
- Coven Luncheon and Sunday Social Club. Further to the query raised at the meeting
of 27 March - the original letter from the club did not request that the
donation to the club be granted from the donations account. M. Alden-Court has
suggested that the funding be left as it stands for now.
Flooding,
Brewood Playing
Field – quote
received to replace the large sign on the children’s play area that is broken
and a small sign on the changing rooms where the lettering has been removed at
a cost of £210.89 (inc. VAT) – this will include an anti-graffiti film to
prevent the graphics from being peeled off and assumes David Barker can erect
the signs. Can Members approve the signs
be ordered. There are two rotten trees in the hedge alongside the paying
field part of which came down 2 weeks ago and David Barker cleared it away. With Members approval I will get a quote
from Paul Dunbar to remove the trees.
Bishops Wood
Playing Field –
on 2 April once again the picnic bench has been broken, having only recently
been repaired and returned. I have received a report of the name of a boy who
was seen standing on the table just prior to a group of children being seen
running away, after which the table was found to be broken, on the floor. Recommended resolution: a piece be included
in the next issue of the Bugle (and
Parish Newsletter) explaining how disappointing this is, ultimately the
villagers pay for the repairs through the precept and that on this occasion a boy
was seen standing on the table just before it broke and that Council request
more care be taken of equipment and furniture provided otherwise we will have
to stop replacing items as they are broken.
Additional Hours In order to cover the Clerk being
on annual leave 21 March to 28 April (including Bank Holidays) the Assistant
Clerk Mrs V. Turner worked an additional 12.75 hours. As Mrs Turner is only in
the office one day per week it would suit her better to be paid for these
hours. Recommended resolution: Council
approve payment of the additional hours to the Assistant Clerk.
Clerk While we appointed an Assistant
Clerk I agreed with the staffing committee to work an additional minimum of 7
hours/week up to an additional 13 hours which I suspected was the maximum I
could achieve. This covered 25 to 31 of the 36 man hours Diane and I covered
between us. It is likely I will exceed 31 hrs/week during April and request
that Council approve payment of additional hours up to a maximum 36 hrs/week –
this matches the previous hours. Members’
views.
Further to this Mrs Deborah Poole starts on
28 April and will come in on Fridays prior to this. Through May I would expect
to be making time available to get Mrs Poole ‘up to speed’ – Mrs Turner will
train Mrs Poole on the financial procedures – as well as still having to do
much of the workload for a while longer. Would
Council consider approving I continue to work additional hours for the month of
May so we can keep on top of our workload.
Pensions I attended a Pensions workshop
on 2 April held by Staffordshire County Council at the South Staffordshire
Council Offices in Codsall. This proved a useful event both from the point of
view of an employee and from the Parish Council’s role in running the scheme.
Amongst other changes an employee’s contribution will be decided in relation to
which of several bands their whole time equivalent salary falls into. The
Council staff who are on the Pension scheme have been issued with a DVD/CD-Rom
explaining the changes. The new contributions will take effect from 1 April.
Council need to determine how frequently they will review the banding for an
employees contribution – annually, at contract change or both. Recommended resolution: the Clerk reply
stating the banding will be reviewed at contract change.
Annual Parish Meeting Scheduled for 17 April at
7.30pm. I have drafted reports for the meeting if those Members would like to
take them and let me know any changes.
Playing field reports – does one Member wish to do all 3 reports and if so who?
Parish Newsletter I have started to draft the
newsletter with a view to it being ready for Council to proof read and approve
at the meeting to be held 24 April. If Members have anything they wish to be
included could they let me know by 17 April.