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, Mr F. Barrett, Mrs J. Carr,
Cllr I. Clay, 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 I. Westwood.
APOLOGIES:
M. Alden-Court – prior engagement, Mrs A.Y.
Millward – prior engagement, Mr M. Webb – holiday, Cllr M.R. Hampson – S.S.D.C.
meeting.
IN ATTENDANCE:
Cllr R. Roberts O.B.E., WPC H. Mitchell.
MINUTES:
The
minutes of the meeting of the Full Council held 10 April 2008 were approved as
being an accurate record and duly signed subject to it being noted that the letter
to Father Michael Miners in item 307 referred to the boundary wall of the Church
wall and the Clerk’s report should have referred to additional hours between 21
March and 28 March.
DECLARATIONS
OF INTEREST:
Dr R.C.H. Taylor declared a personal and
prejudicial interest in matters relating to traffic management in Brewood –
item 72/151. Mr D. Evans declared a personal and prejudicial interest in
matters relating to affordable housing and the development in
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.
462.
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. Cook, Orams Lane,
Brewood with regard to the problems caused by vehicles exiting Stafford Street
to cross into Market Place but using the road in front of The Swan rather than
the road to the left of the trough. Mr Cook reminded the Council he had raised
this concern before. Mr Cook also raised his concern at the number of cars
parked at the bottom of
It was
resolved the Clerk write to County Highways seeking their advice as to how to
resolve the problem of vehicles entering the wrong side of Market Place from
Stafford Street. The Clerk to also ascertain the feasibility of putting one or
more planters near the bench to avoid cars parking on the pavement.
Mr C. Spencer,
463.
POLICE REPORT
The Council received the
written Police report of WPC H. Mitchell. Dr R.C.H. Taylor reported his concern
that vehicles continued to park on the double yellow lines near the top of
Mr F. Barrett reported on
a recent incident where a female jogger was attacked by a dog from the site
containing caravans on the A449 above New Buildings. This was not the first
incident of its kind. Mr Barrett provided copies of the letter to the Council
and WPC Mitchell who reported that the Police could only be guided by the
victim as to whether a prosecution followed.
Mr D. Evans reported his
concern at the number of cars on
Mrs L.E. Jones reported
that four to five youths had allegedly damaged the concreted slope that had
been laid round the new sun shelter, representing another half days work to
repair. WPC Mitchell noted that such incidents of ‘criminal damage’ were not
included on the Police Report.
It was resolved the matter be formally reported to the police as such behaviour was not acceptable.
MATTERS ARISING:
288** Coven Changing Rooms.
Redevelopment of Coven’s old
changing rooms to a sun shelter/ community seating area – Clerk’s report
referred.
It
was resolved the Clerk identify a supplier for the recommended plants at Coven
playing field.
New build of changing rooms – Clerk’s
report referred.
It
was resolved a meeting be arranged with Leon Beards, Kevin Twigger and the
Changing Rooms working party for the following week to review the progress
made.
347** Buildings – Proposal for New Development. A meeting of stakeholders was to be arranged to discuss the initial feasibility, Clerk’s report referred. The Clerk had replied to Mr F. Humphries. Mr G. Martin raised his concern at an article in the Express and Star with regard to the suggestions made by Brewood Ideas Group and the inaccuracy of some of the information. Dr R.C.H. Taylor reported he had met with Mrs A. Lunt, Headteacher of St Mary and St Chad CE First School to explain the objectives of the proposed meeting.
It was resolved the Clerk write to Mr P. Jackson as Chair of Brewood Ideas Group raising Members concern at the content of the article, explaining the Council’s view that it had received a presentation of the BIG ideas, had agreed to give the ideas further consideration and finally ask that he proceed carefully when discussing the matter further particularly if any impression could be gained that he was speaking on behalf of the Council. Chair and Vice Chair to review the letter before sending.
It was further resolved the Clerk review the previous minutes to ascertain the resolution passed with regard to this Council’s commitment to the Royal British Legion site in Shop Lane and a new lease when this became appropriate.
72 and 151 Proposals for a
One-way System. A meeting of the Traffic Management Committee was scheduled for 10.30am on 28
April. Replies were still awaited from all the schools in Brewood with regard
to the travel arrangements of their pupils except for
It was resolved the meeting of 28 April be deferred until 12 May at 10.00 when the letter from Brewood Civic Society would be considered along with the concerns of Mr T. Sherwood of the Admiral Rodney. The Clerk to also invite Mr Jones to attend with regard to the Community Speed Watch Initiative.
205/250
It was resolved the Clerk review previous minutes to ascertain what had been agreed.
217. Proposals for a
It was resolved the Clerk seek legal advice as to the feasibility of leasing out some of the land in Engleton Lane to the Bowling Club and that the Clerk reply to Mr Mullard stating that at this stage the Council could only ‘commit to support, in principal, the establishment of a bowling green’ excluding any commitment to where this might be.
234. Review of Standing
Orders. Copy of proposed changes, as identified through the reviews and meetings
of the Standing Orders working party, circulated prior to the meeting. It was
noted these amendments included revisions to the whole Parish Council
publication which contained Standing Orders, Financial Regulations and the Council’s
other policy statements. Members had been asked to review the changes for
approval at the meeting. Clerk’s report referred. Mrs K.A. Holmes thanked the
working party for all their hard work.
It was resolved the changes circulated and the two further recommendations in the Clerk’s report be approved and the Clerk forward the requirements to Kevin Arnold to run off a proof for checking.
302. Chain of Office. A quote was to be obtained to engrave the remaining Chairs on the old chain. Matter of report.
The Chair moved the
suspension of Standing Orders to allow the gentlemen to remove their jackets.
307.
Matter of report.
324. Portable Flashing
Speed Warning Signs. Report circulated prior to the meeting following
discussions with Staffordshire County Council with regard to the options
available.
It was resolved the Clerk obtain further information with regard to the SID ongoing costs (recharging and moving equipment), insurance implications, process for relocating and the need to download data.
336. A5, Traffic Issues. Further to the traffic issues raised by Lapley,
Stretton and Wheaton Aston Parish Council and the subsequent site visit they are
still awaiting a report from Highways detailing their proposals. Cllr R.
Roberts report referred later in the meeting.
Matter of report.
377. Affordable
Housing,
It was
resolved that the Clerk reply to Mr Monkton thanking him for his enquiry and
explaining that to the best of the Council’s knowledge the houses had not been
sold but recommending he contact South Staffordshire Housing Association. The
Clerk to also write to South Staffordshire Council raising this Council’s
concern that they had failed to communicate with the Parish Council over the
Affordable Housing plans for the site and had ignored previous housing survey
information made available from this Council. The Chair and Vice Chair to
review the S.S.D.C. letter before sending.
386. Barnfield
Sandbeds. A reply had been sought to this Council’s earlier request for details of
South Staffordshire Councils plans for the Barnfield Sandbeds and the funds
received. Cllr
Matter of report.
408. Croft House, Coven. Clerk to follow up the matter of the scaffolding
with the Health and Safety Executive.
Matter of report.
431. Parish Youth
Champions – South Staffordshire Council. Mr F. Barrett reported
that St Dominic’s School had nominated a Year 10 pupil.
It was
resolved Mr F. Barrett follow the matter up with St Dominic’s.
449. Brewood Ideas
Group. Mr P. Jackson with regard to the need to present the proposals of the
Brewood Ideas Group to Staffordshire County Council. Deferred from the previous
meeting in the expectation Cllr R. Roberts may advise. Cllr Roberts provided a
contact address, Cllr John Taylor Leader of the Council, to arrange such a
presentation if the Parish Council wished to do so.
It was resolved that a presentation to Staffordshire County Council be deferred until the Buildings Committee had met with the stakeholders as previously referenced. The Clerk to write to Mr Jackson to this effect.
CORRESPONDENCE RECEIVED:
Letters, reports, and e-mails had
been received from:
464.
Brewood
Village Community Council sought a representative from the Parish Council to be
appointed to the committee at the AGM on 30 April at 7.00pm. Mrs D.M. Holmes,
the Parish Council’s current representative, had indicated she was willing to
stand again if Members wished.
It
was resolved the Clerk reply to confirm Mrs D.M. Holmes as the Parish Council’s
appointed representative.
465.
South Staffordshire Council with regard to the
play ground inspections carried out by
It
was resolved the Clerk review the outcome of the reports, follow-up actions
required and copy the reports to Heads of Playing Fields for information.
466.
South
Staffordshire Council with regard to the proposed Summer Sussed activities for
Bishops Wood – three art and craft activities, Brewood – two art and craft
activities and Coven – two art and craft and one sports activity. The Council would
only be charged for a total of six activities. The Bishops Wood editorial team had also asked
the Council to provide the front cover of the Summer issue of the Bugle to
promote the activities in Bishops Wood.
It
was resolved the Clerk confirm the requested dates with the relevant booking
secretaries and submit the Bugle front cover.
467.
South Staffordshire Council with regard to
their e-calendar, an on-line facility for local organisations to promote
events, festivals and activities. The Staffordshire Review was also to include
a diary of events in the future – closing date for including events between
late July and September was 23 April.
It was resolved the Clerk copy
the letter out to the three village hall committees as soon as possible.
468.
Mrs
L. Singleton, Secretary, Brewood Music Festival Committee thanking the Council
for their £1,000 grant. The funds would be used towards the cost of the concert
scheduled to take place in the Market Place on the afternoon of 13 July. The
treasurer, Mr P. Lyon, would contact the Council with regard to our request for
audited accounts.
Matter
of report.
469.
Mr D. Crowe, Bishops Wood Neighbourhood Watch
Area Co-ordinator thanking the Council and in particular Mrs J. Jeffries for
the support given to their application for funding from the Roseclaim grant
towards a speed watch initiative for the village.
Matter
of report.
470.
Mr T. Stokes, Secretary, Sustainable
Staffordshire with regard to the new partnership between Sustainable
Staffordshire and the Community Council of Staffordshire, enclosing a leaflet
explaining their aims and objectives and seeking assistance in fundraising or
educating others.
Matter
of report.
471.
Copy email received from Mr R. Jowett to
Staffordshire Highways drawing attention to the fact that three of the eight
road drains in
Matter of report.
472.
Copy email from Mr K. Kondakor, Friends of the
Earth to Mr I. Benson, Staffordshire County Council drawing attention to the
fact the Council had submitted their Outline Business Case with DEFRA and seeking further information.
Matter
of report.
473.
South Staffordshire Tourism Association with
regard to their Annual General Meeting to be held at Wightwick Manor,
Wolverhampton on 12 May at 10.00am, refreshments available from 9.30am.
It
was resolved details be forwarded to the Parish Council’s representative, Mrs
D.M. Holmes.
474.
SPCA with regard to a conference from the
Staffordshire Rural Support Network on 29 April,10.00am to 4.00pm at JCB World
HQ at Rocester (near Uttoxeter). Topics to be covered included the State of the
Countryside report, challenges to rural businesses: International but local,
care homes in rural communities, challenges to rural communities and challenges
to rural businesses: a family way of life. Copy circulated prior to the
meeting. No charge for attending.
Matter of report.
CORRESPONDENCE CIRCULATED:
Agenda and reports for the meeting of South
Staffordshire Council’s Regulatory Committee to be held 22 April.
Agenda and reports for the meeting of South
Staffordshire Council’s Audit Committee to be held 22 April.
Agenda and reports for the meeting of the
Overview and Scrutiny Committee held 15 April.
Staffordshire County Council – A Short Guide
to the Local Government Pension Scheme.
Community Watchdog News.
Brewood Civic Society copy correspondence to
Sarah Poxon, South Staffordshire Council – planning application 08/00296/FUL
and 08/00297/LBC; Planning Inspectorate – planning application 08/00020/FUL,
appeal.
West Midland Regional Assembly and West
Midlands Local Government Association – news magazine.
Village News – April issue.
Staffordshire Wildlife Trust – Newsletter
and Magazine.
Children with Leukaemia.
475.
COUNTY COUNCIL REPORT:
The Council received the report
of County Councillor Rex Roberts who reported that County Highways were waiting
for the Parish Council to inform them of our requirements with regard to a
one-way system; a serious accident on Brewood Road; portable flashing speed
signs in Brewood; Old Stafford Road - public sewers; Cinder Hill – sewers; A5
at Stretton and School Lane / Horsebrook Lane; timing of traffic signals fro
Four Ashes to Station Road; A449 islands at Coven; speed signing at Lawn Lane;
ditches and grass verges at Coven Heath; blocked drains – Dean Street;
unadopted roads – new Engleton Lane development.
Members expressed their concern
at proposals to replace existing islands on the A449 with traffic lights and
the dangers possibly involved. Cllr Roberts explained this was the
responsibility of the Highways Agency but it was forwarding our concerns to
Gailey.
It
was resolved the Clerk write to County Highways raising the concerns of the
Council.
Cllr Roberts further reported
that he had spoken to Mr Graham Bott of Staffordshire County Council with
regard to the Scouts at the Deansfield Road site who confirmed that they had
not been given notice to leave the site next year, that the land was scheduled
for disposal in 2009 and that he envisaged a proportion of the money would be
made available to provide a facility for the scouts and that ‘Scope Funding’
may also be available.
476.
CHAIRMAN’S REPORT:
The
Council received the report of the Chair, Mrs L.E. Jones who reported that she
had attending the official opening of Wolgarston High School Library, a superb
facility, on 18 April.
The Chairman moved
the suspension of Standing Order 44 to allow the completion of business.
477.
FINANCE REPORT:
The
Council received the Finance Report from the Head of Finance, Dr R.C.H Taylor and
resolved the following matters:
·
the Financial Summary for the month of April
be approved.
·
the Q4 Budget and Project Sheets for
2007/2008, circulated prior to the meeting, be received.
·
Mrs Joyce Pegg be appointed as internal
auditor for the year end 2007/2008. Mrs Pegg required audited accounts by early
May this year.
·
the audited accounts, circulated prior to the
meeting, be received, approved and duly signed by the Chair.
·
the audit plan, circulated at the meeting be
approved
·
the quote for printing and folding the April
Newsletter at a cost of £207.50 for a 4 page newsletter excl. VAT from Trapeze
Mailing Services be approved.
·
the delivery costs payable to Brewood Civic
Society of £110, Coven Members – fund held by the Council of £110, Coven Heath
Community Association of £30 and Ms B. Cumming, Bishops Wood of £30 be
approved.
·
the request received for the Parish Council
to purchase up to six litter pickers to be made available for community use be
approved. The cost of six litter pickers would be £108 excluding VAT.
·
the Clerk source and purchase a St Georges
flag.
Also
note item 288** - planting for Coven playing field.
Email received from SPCA with regard to a Budgets
and Annual Returns course held at South Staffordshire Council on 22 April. The
Clerk, Mrs S. Groom had been unable to attend the previous course due to a
Council Meeting and had received the supporting papers only. In view of the
short notice the Clerk booked a place on the course at a cost of £20.
Matter
of report.
Pension contributions – notice had been received
from Staffordshire County Council that the revised pension contributions for
2008/2009 would be as follows: employer’s contribution 12.7% down from 12.9%
(this was then scheduled to increase in future years), Mr D. Barker’s
contribution reduced slightly to 5.8%, Mrs S. Groom’s contribution increased
slightly to 6.5%.
Matter
of report.
478.
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.
479. CLERKS REPORT:
The
Council received the written report of the Clerk, Mrs S. Groom and resolved the
following:
·
the
draft newsletter, circulated at the meeting be approved but circulation be
deferred until after the meeting to be held 8 May to allow details of the new
Chair and Vice Chair to be included.
Mr F.
Barrett provided written notes with regard to the concerns he raised in
relation to Chillington, for use at the next meeting. All other matters had
been addressed during the meeting.
480. DISTRICT COUNCIL REPORT:
The Council received the report of
District Councillor I. Clay who reported on: the Regulatory Committee meeting
which included a report by Officers on the Annual Review of the Constitution;
an application for a supermarket in Wombourne; an application with regard to a
property on
ANY OTHER MATTERS OF REPORT:
None had been raised.
There being no other business the
meeting closed at 9.40 p.m.
Clerk’s report for the meeting of the
Council held 24 April 2008
288** Old
Changing Rooms, Coven Ace Kind are scheduled to handover the building week
commencing 28 April. Unfortunately, after weeks of being on-site with local
youths only taking a healthy interest in developments, a small group entered
the secured site on the evening of 22 April and damaged the concrete slope that
had been laid around the building earlier in the day. This is nothing short of
criminal damage. Although the damage can be repaired the finish will never be
as good as it was. The matter is being taken up with the Police.
South Staffordshire Council have agreed that
suitable planting for the new fence between the playing field and Sunset Close
would be evergreen honeysuckle, variegated ivy and evergreen clematis. Mrs
Millward has discussed the matter with the nearby residents and they are happy
with this solution and request the planting be between the two fences, up the
new fence. This seems reasonable and they have accepted that this may cause
some obstruction to their need to move refuse bins up and down the path. With Members approval I will endeavour to
source the plants.
288** New
Changing Rooms, Coven Copy correspondence has been received from Kevin
Twigger to three companies seeking quotes for the ground inspection. So far we
have been copied in on one quote for £1,650 from a company in
445. Chillington
Estate Mr Andrew Blenkiron has emailed with regard to the concerns raised
by this Council asking that he be given an opportunity to attend a meeting of
the Council to discuss the matter. Having discussed the options he believes it
will be sufficient to speak during public participation when Members can raise
any further queries with him. He plans to attend the meeting of 8 May.
347**
Council Office New Build – BIG. Letters have been sent to The Right
Reverend Clive Gregory – Bishop of Wolverhampton, Mr Colin Hopkins of the
Diocesan Board of Education, Rev Burgess, Mrs Angela Lunt – Headteacher of St
Mary and St Chad CE First School and Mr Peter Jackson of Brewood Ideas Group
inviting then to attend a meeting of interested parties to share the
information presented by BIG and hopefully reach an agreement to progress some
of the ideas. Once some initial dates are available for a daytime meeting I
will contact the Chair and members of the Buildings Committee to finalise a
date.
72 / 151. Traffic Management Letter received from Brewood Civic Society
raising their concerns at the proposals made and approved by Council on 10
April (double yellow lines) which they believe would a) considerably reduce the
amount of on-street parking currently available within the village centre and
b) would have the effect of transferring the current problems further along the
roads and streets affected by the recommendations. Apologies have been received
from Mr D. Evans and Mr M. Webb for the meeting scheduled on 28 April. Mrs D.M. Holmes to report.
234. Standing
Orders Two further changes have since been identified:
i) Financial Regulations - the
use of Direct Debit does not conform to the process whereby any payment
requires the Clerk and 2 authorised signatures. Payment by Direct Debit was previously
approved for the phone and internet bills (BT) as this saved money. Recommended resolution: Financial
Regulations be updated to include on page 38 a new paragraph 5.5:
Direct
Debit arrangements for the payment of services (phone/internet, water, electricity)
may only be set-up with the minuted agreement of the Full Council and Direct
Debits made shall be included on the account reports referenced in paragraph
5.2.
ii) The recommendation to rewrite
para 5.2 on page 37 which includes replacing “receipts and payments” with
“income and expenditure” is not appropriate. “A schedule of receipts and
payments…” is presented at the end of each.
Recommended resolution: the quoted text be
replaced as above.
Audit – Annual
Return Notice
has been received from the Audit Commission with regard to the Annual Return
and this external audit for 2007/2008. The dates provided are some-what
confused – the SPCA has followed up this matter with the Audit Commission
following complaints from numerous Clerks. The Audit Commission letter is
endeavouring to explain that our External Audit date is 30 June but if we
cannot achieve this then, for this year only, they could be flexible and allow
us to submit as late as 31 July. Arrangements are in place with the expectation
that the Annual Return will be submitted by 30 June: Val has completed and
circulated the audit papers for approval at this meeting – this must be done
before they are made available to the Internal Auditor; the Internal Auditor is
scheduled to do the internal audit week commencing 5 May – I need to complete
the Annual Return statement of accounts before this; on completion of the
Annual Return by the Internal Auditor Members will then need to complete
section 2 annual governance and approve the Annual Return – this will be
scheduled for the meeting to be held 12 June.
In appointing an Internal Auditor Members
also need to approve the Audit Plan which determines the scope and coverage to
be carried out by the internal audit. The Audit Plan tabled (green copy) is as
per the current guidelines in the “Governance and Accountability in Local
Councils…. A Practitioners Guide” (scheduled to be updated in 2008). Do Members wish to amend or include other
areas of internal control to be tested? Once the plan is agreed it needs to be
approved by Council, prior to the internal audit commencing, and sent to the
internal auditor. Are Members willing to approve the audit plan?
Newsletter A draft of the April Newsletter
has been tabled. If Members could approve the newsletter at the meeting then
arrangements can be made for printing and distribution next week.
Recommendations to
change or approve the newsletter.