BREWOOD AND COVEN PARISH COUNCIL

WITH BISHOP’S WOOD AND COVEN HEATH

MINUTES OF THE MEETING OF THE COUNCIL HELD IN THE COUNCIL OFFICES, STAFFORD STREET, BREWOOD ON THURSDAY, 26 JUNE 2008

PRESENT:

M. Alden-Court, Cllr A. Ball, Mr F. Barrett, Mrs J. Carr, Cllr I. Clay (late – apologies had already been given due to prior meeting), Mr D. Evans, Mrs D.M. Holmes, Mrs J.C Jeffries, Mrs L.E. Jones, Mr G. Martin, Mrs A.Y. Millward, Dr R.C.H. Taylor, Mr M. Webb, Mr I. Westwood.

APOLOGIES:

Mrs K.A. Holmes – personal matter.

IN ATTENDANCE:

Cllr R. Roberts.

MINUTES:

The minutes of the meeting of the Council held 12 June were approved as being an accurate record and duly signed.

DECLARATIONS OF INTEREST:

Mrs L.E. Jones, Dr R.C.H. Taylor and Mr I. Westwood declared a personal and prejudicial interest in matters relating to item 34 Brewood Dole Charity. Mr D. Evans declared a personal and prejudicial interest in matters relating to item 377* the Engleton Lane development. Dr R.C.H. Taylor declared a prejudicial interest in matters relating to item 72/151* Traffic Management in Sandy Lane and Dean Street. These Members would leave the meeting if the items were other than matters of report.

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 will have any adverse impact for the purposes of the Crime and Disorder Act.

75. 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 P. Tomkins, Coven Heath, regarding the Simpro composting plant at Lawn Lane, Coven Heath. He reported that the obnoxious smell emanating from the plant was forcing residents to stay indoors with their windows closed and requested Council’s help with obtaining a satisfactory solution to the problem. He stated that a representative from Environmental Services had been to visit the Coven Heath area on two occasions to experience the smell and that although previous complaints had led to modifications, the problem persisted. Residents asked that either the plant be closed down or that a significant reduction be made to their Council Tax.

It was resolved that representatives from the Environmental Agency (Mr Russ Jones), Environmental Health from South Staffordshire Council and Mr David Tipton be invited to attend the next Council meeting to discuss the concerns raised and identify a way forward. It was proposed that the meeting commence at 7:00pm to allow sufficient time for discussion.

Mr P. Jones and Mr P. Plowright, Brewood Scout Group regarding the campaign to save the village scout hut and youth club. Mr Plowright circulated copies of a letter sent to Mr Bott of Staffordshire County Council and asked that Council support their efforts by writing to Staffordshire County Council prior to the meeting of 18^th July.

Deferred to item 347**.

76. POLICE REPORT

The written Police report had been received at the meeting held on 12^th June 2008.

MATTERS ARISING:

288** Coven Changing Rooms.

Clerk’s report referred.

Matter of report.

347** Buildings – Proposal for New Development. A meeting of stakeholders had been arranged to discuss the initial feasibility of developing Church House. Awaiting a reply from Mr Humphries with regard to his ‘application for payment’. Clerk’s report referred.

It was resolved the agenda would be to identify whether the Diocese was willing to pursue the redevelopment of the Church House site and part of the playground at St Mary and St Chad’s CE First School.

347** Buildings – Scout Hut and Youth Club Provision. Reply awaited from this Council’s request for clarification as to the plans for the allocation of funding from the sale of the Deansfield Road land – sent in reply to Cllr Robert Simpson, Deputy Leader although it is now understood that responsibility had passed to Cllr Peter Beresford. Mr P. Plowright had visited the office and Mr Richard Coggins, Youth Services, Staffordshire County Council had phoned following their meeting. Copy email received from Simon Hobbs, Community Partnership Officer (for South Staffordshire) of Staffordshire County Council to Richard Coggins offering to assist in a joined up discussion with regard to how all parties may help to secure a balanced provision of activities for the young people in Brewood and the surrounding area. Clerk’s report referred.

It was resolved that a letter be sent to Mr Bott, with copies to Cllr R. Roberts and Sir Patrick Cormack expressing Council’s concern at the way the youth of the parish were being treated. Reference to be made to the Governments ‘sport for all’ initiative and the fact that at present the facility was used several times a week by both the scouts and the youth group. The loss of such a facility would have a detrimental effect on the area. Councillors were encouraged to write additional individual letters.

72* / 151* Traffic Management. The Council’s recommendations had been forwarded to Mr M. Keeling, Area Highways, Staffordshire County Council. Drawings with regard to Sandy Lane were awaited. Copy correspondence received from Dr and Mrs S. Connellan, Kiddemore Green Road to Area Highways with regard to the speed of traffic on Kiddemore Green Road within the village and in support of the collection of traffic speed data and speed activated warning signs. Matter of report.

205*/250* Coneybere Gardens. Awaiting a reply from Mr K. Fairhurst, South Staffordshire Housing Association with an update as to their plans for repairing the access.

Matter of report.

217* Proposals for a Bowling Green in the Parish. Awaiting a reply from the Council’s solicitor - seeking confirmation of this Council’s understanding that a bowling green would be acceptable on the playing field (field number 629) and the implications of drawing up a lease. Also received the Constitution and two newsletters from Brewood Bowling Club.

It was resolved that a Working Party be set up comprising Dr R.C.H. Taylor, Mr M. Webb, Mrs D.M. Holmes and Mr D. Evans to meet with representatives of Brewood Bowling Club committee. It was further resolved Mr A. Smillie be requested to draw up a 25 year lease the terms of which would be discussed with the Bowling Club representatives. The Parish Council would pay the costs of drawing up a lease.

234* Review of Standing Orders. Currently under-going a second proof-read. The corrections would then be forwarded to Mr Arnold.

Matter of report.

302* Chain of Office. A quote had been sought from Vaughton’s to remove the hallmark and engrave the remaining Chairs on the old chain to bring it up to date to the Millennium.

A reply had been received stating that it was not possible to remove the hallmark. It was resolved that a quote be sought for engraving above and below the hallmark.

307* Canal Bridge (Br 14), Near The Bridge Inn, Brewood. Mr S. Bicknell had advised that a trial was to take place on part of Bridge 14 to ascertain the effectiveness and suitability of a system whereby a spray was applied to remove paint without affecting the brickwork. Mr D. Hennessy, External Funding Officer for British Waterways would contact the Council when this has been done in approximately two weeks time.

Matter of report.

324* Portable Flashing Speed Warning Signs. Clerk to follow up with Mr Keeling in the light of information obtained from a Town Council who has successfully implemented a system.

Matter of report.

377* Affordable Housing, Engleton Lane. Meeting scheduled for 30 June at 10.00am in the Council Office for the Buildings Committee to meet with Mr John Lancaster of South Staffordshire Housing Association.

Matter of report.

386* Barnfield Sandbeds. To be deferred until the July meeting, awaiting further details.

Matter of report.

408* Croft House, Coven. Letter sent to the owner requesting a reply to our original letter of 20 May and also to Mr D. Burton-Pye drawing his attention to the problem affecting a Listed Building.

Matter of report.

425* Recognition, Community Volunteers. Letter received from Mrs B. Wellborn of Brewood Road, Coven nominating three Parish Councillors who she described as ‘outstanding’ because ‘through their efforts this parish has been enriched’.

It was resolved that the letter be held on file and that the Clerk write to Mrs Wellborn thanking her for her nomination, but advising that nominations for parish councillors could not be considered.

448* Public footpath from Tinkers Lane to Sparrows End Lane, Modification Order).

Letter received from Staffordshire County Council confirming that as an Objection had been made to the Order the Planning Inspectorate had decided that a public hearing should take place to decide whether or not the bridleway should be added to the definitive map. To be held at Room 4, The Peel Building, St Chad’s Place, Stafford, Tuesday 29 July at 10.00am.

It was resolved that the Clerk forward details to Mr B. Jones for his views and provide feedback to Cllr R. Roberts who would represent the Council’s views. Members expressed the view that the footpath should not be diverted, as it was an ancient roadway with historical value.

34. Brewood Dole Charity. Clerk to follow-up the queries raised as per the minutes of 9 June.

Matter of report.

41. Traffic Access, Engleton Lane Development. Letter received from South Staffordshire Council confirming a site visit was held 3 June with the onsite relief manager who agreed to advise contractors again, in writing, of the correct route and that the registration numbers and identity of any vehicles seen off the authorised route could be reported to the site manager Rob Chandler 01902 850725.

It was resolved that the Clerk write to Mr Monkton advising him of the outcome of the site visit.

58. The Bront. Cllr I. Clay had arranged a site visit to the Bront on Thursday 26 June at 10.15am, to meet on Moors Drive. Coven Members and Dr R.C.H. Taylor had been notified and Mr Howard Medlicott, South Staffordshire Council was also due to attend. Mrs K.A. Holmes asked that it be noted she felt the area did not need much attention although grass around the benches needed cutting more frequently and the area appeared to be successfully encouraging butterflies. Members received the written report of the Assistant Clerk, Mrs D. Poole.

It was resolved that professional advice be sought regarding the cutting back of overhanging trees and laurel bushes, and that enquiries be made with Environmental Health regarding the cutting of a new footway and dealing with the problem of Himalayan Balsam. Mr H. Medlicott did not attend the site visit due to a diary error.

CORRESPONDENCE RECEIVED:

Letters, reports, and e-mails had been received from:

77. Mr J. Robb, Moors Drive, Coven with regard to the laurel bushes to the rear of the gardens in Moors Drive which were growing tall and into the gardens. He requested that some maintenance of the bushes be considered.

The matter was included in the site visit held on 26 June. Cllr I. Clay had been informed of this matter prior to the meeting. To be considered with other professional advice with item 58.

78. Mr P. Clarke with regard to the recent newsletter article concerning the offer of a free basket ball post. Clerk’s report referred.

It was resolved that the Clerk reply to Mr Clarke thanking him for taking an interest, explaining the situation in more detail and reminding him that residents had been asked for ideas for further enhancing the play area from the Roseclaim grant.

79. SPCA with regard to training available, copy circulated prior to the meeting.

Mr G. Martin to attend the two ‘Welcome New Councillor’ courses on 10 and 31 July, Mrs D.M. Holmes and Mr D. Evans to attend the ‘Chairmanship Skills’ courses on 30 September and 16 October and Mrs S. Groom to attend the ‘VAT’ course on 24 September. Cost per event: £20 for the first attendee, £15 for the second and £10 for any other attendees.

80. Mrs R. Ball, Club Secretary, Coven United Football Club with regard to the success of the club this year, it being their best in ten years, winning ‘seven pieces of silverware from four teams’. Mrs Ball requested that they be allowed to continue using the pitch at School Lane in the forthcoming season. It was noted that once the new changing rooms had been built and the football pitches improved in standard it would be appropriate to increase charges.

It was resolved that the Clerk reply congratulating them on their success and confirming they may continue to use the pitch subject to accessibility of the pitch and car park once work on the new changing rooms begins and noting that every effort would be made to not affect their access to the facilities if possible.

81. South Staffordshire Council with regard to their project to create a website portal for all Parish Council’s in the district. Feedback requested on a site they had developed with Lower Penn Parish Council which offered additional features – this could be viewed at www.sstaffs.gov.uk/parish by selecting Lower Penn. Consideration would need to be given as to how this sat with the Parish Council’s own web site and what was Members preferred means on presence on the web.

It was resolved that the Clerk review the site and feedback accordingly.

82. Area Highways, Staffordshire County Council with regard to the launch of new arrangements for dealing with minor environmental type highway repairs through the application of “Community Gangs”. A meeting with Western Area Highway Manager, James Bailey to discuss the launch in more detail held on 25 June 11.00am at the Gailey Area Office. Mrs D. Poole circulated a written report at the meeting.

Mrs L.E. Jones reported that Mr David Wright had expressed a wish to attend a forthcoming Council meeting to answer any questions regarding the new arrangements. It was resolved that the Clerk write inviting Mr Wright to attend the Council meeting on either July 10 or 31.

83. South Staffordshire Council with regard to the outcome of the Rough Sleepers Survey 2008, 29% of the questionnaires distributed were returned (21 of 72). The report was tabled with the Correspondence Circulated.

Matter of report.

84. SSCVA thanking Members for the grant of £350.

Matter of report.

CORRESPONDENCE CIRCULATED:

Minutes and reports for the meeting of South Staffordshire Council held on 17^th June.

Agenda and report for the meeting of South Staffordshire Council’s Audit Committee to be held on 24^th June.

Agenda and report for the meeting of South Staffordshire Council’s Community and Environmental Services Scrutiny Panel to be held 19^th June.

Agenda and reports for the meeting of South Staffordshire Council Regulatory Meeting to be held 24^th June.

SPCA June Newsletter – copies tabled to each Member at the meeting,

Minutes of meeting of Brewood Civic Society held on 16^th June and copies of letters to:

a. Mr Brown re: The Midcounties Co-operative, 2 Market Place Brewood

b. Mrs Poxon re: planning application no. 08/00538/FUL

c. Mr Beavis re: upgrading of street lighting in the Brewood Conservation Area.

Coven Heath Community Association Newsletter.

Community Watchdog News, Issue 12, June 2008.

Open Spaces Society – Notice of AGM to be held Tuesday 1^st July; Magazine - Summer 2008; Annual Report and Accounts 2007.

News Extra Magazine, Summer 2008.

Opportunities – public sector recruitment weekly magazine Vol 59/No. 21

85. COUNTY COUNCIL REPORT:

The Council received the report of Cllr Roberts who circulated a written report and provided further details with regard to the revised increased charges for use of adult accommodation, a new provision for additional road maintenance, gateway markings for Brewood Road, the speed count on Kiddemore Green Road, the Ofsted report for St Mary’s Catholic Primary School in Brewood, parking arrangements at Brewood Library, youth club and Scout provision in Brewood and population projections for 2006-2031 in Staffordshire. With regard to the provision for youth services and Scouts in Brewood Cllr Roberts reported that the site at Deansfield Road would be sold in 2009 however he had discussed the matter with John Taylor - Leader of Staffordshire County Council, Robert Simpson - Deputy Leader, Eric Drinkwater – Youth and Community Portfolio Holder and Richard Coggins – Youth Service Officer and had been assured that alternate provision would definitely be made for the Scouts and all other youth organisations in Brewood.

It was resolved that the Clerk write to County Council asking how the revised increased charges for use of adult accommodation could be justified as they were far in excess of fees charged in other districts locally, and to ask who was responsible for paying the fees and whether they were means tested.

Brewood Library parking – Mrs D.M. Holmes reported that when she visited the library recently there were 10 cars in the car park but only 3 visitors to the library. She highlighted the fact that residents were often unable to park and were forced to renew library books over the telephone.

86. CHAIRMAN’S REPORT:

The Council received the report of the Chair, Dr R.C.H. Taylor who had attended a Rotary meeting and thanked them for all their hard work.

87. FINANCE REPORT:

The Council received the Finance Report from the Head of Finance, Mrs L.E. Jones and resolved the following matters:

· The Financial Summary for the month of June be approved.

· Annual Return – the internal auditor Mrs J. Pegg had signed off the Annual Return and raised a number of points for the Clerk to respond. These had been responded to and emailed to Mrs Pegg – Clerk’s report referred. This report was not required to complete the Annual Return. The audit report was signed off by the Chair and RFO.

· The Annual Return for the financial year ending 31 March 2008 having been circulated to Members, was considered and completed by Members then duly signed by the Chairman Dr R.C.H. Taylor and the Clerk and Responsible Financial Officer, Mrs S. Groom.

· Sandy Lane Toilets – Severn Trent Water Charges. A report had been received from Mr D. Painter. It was resolved the Clerk write to Maythorne Construction referencing Mr Painter’s report and requesting payment be made towards the excessive water costs to the value of two-thirds of the water charges since the toilets re-opened. Severn Trent Water had advised a reasonable cost would have one third of that build.

· the request from the Forget Me Not Club for a grant towards their running costs be refused on the grounds that Members did not consider it appropriate to make grants to an organisation who in turn made grants to other organisations. Deferred from the previous meeting awaiting a copy of the accounts.

· the quote to remove two dead trees from alongside the Engleton Lane playing field at a cost of £80 from Mr P. Dunbar be approved.

88. PLANNING REPORT:

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.

Cat and Kittens Lane, Featherstone and land south of Featherstone village (05/00677/OUT, 06/00048/OUT, 07/00244/OUT and 06/00638/OUT) - notice received inviting further representations to be submitted on two specific matters (papers tabled at the meeting) by 7 July. Decision now deferred for issue until on or before 30 October. Matter of report.

The following planning applications had been granted:

· 08/00347/FUL proposed two storey side extension at 45 Moors Drive

· 08/00365/FUL equine rehabilitation centre at Middle Hatton Farm, Cartwright Lane, Coven

· 08/00378/FUL single-storey sun room extension on side elevation at 5 Newport Street, Brewood

· 08/00447/FUL re-siting of existing gates and construction of new wall at front of house at Kingfisher Manor, Waterside Close, Slade Heath

· 08/00469/FUL proposed spiral staircase and parapet wall to roof terrace at The Old School House, Kiddemore Green Road, Bishops Wood.

Appeals considered:

· Dismissed - 07/00825/FUL first floor bedroom and ensuite and children’s room over garage at Subani, Old Stafford Road.

· Allowed and planning permission granted – 07/01226 single garage, minor amendments and omission of a proposed bin collection platform to approved dwelling and retention of existing windows at 38 Engleton Lane.

· Allowed and planning permission granted – 07/01271/FUL suspended bay window to be replaced by a walk-in bay at 22 Dean Street.

· Allowed and planning permission granted – 07/01059/COU removal of condition to allow most of the site to be used as a permanent residential caravan site at St James Park, New Road, Featherstone.

The Old School House, Bishops Wood – South Staffordshire Council had not found any evidence with regard to any planning application having been received for the part of the building to which the recent application for a spiral staircase referred. Matthew Watkiss had agreed to look into the matter further.

Mr D. Evans reported that the Engleton Lane development had been incorrectly measured and as a result it would be necessary to extend the plot further.

It was resolved Cllr A. Ball would raise the matter with South Staffordshire Council to avoid the matter being dealt with under delegated powers.

89. CLERKS REPORT:

The Council received the written report of the Clerk, Mrs S. Groom.

It was resolved that the Clerk write to South Staffordshire Council drawing their attention to the Village Design Statement that refers to telegraph poles and the recommendation that they should be phased out in favour of underground cabling – Engleton Lane development.

It was noted that Members wishing to do so would attend the scheduled presentations regarding the proposed development of a new prison adjacent to the existing Featherstone and Brinsford establishments. All other matters had been dealt with earlier in the meeting.

90. DISTRICT COUNCIL REPORT:

The Council received the report of the District Councillor Cllr A. Ball, who reported that the Council had saved over £1million last year. No further report was given.

ANY OTHER MATTERS OF REPORT:

Mr D. Evans was thanked for organising an excellent walk around Brewood earlier in June.

There being no further business the meeting closed at 9:10p.m.

Clerk’s Report for the Meeting 26 June 2008

288** Coven Changing Rooms

The ground inspection report, final drawings and specification have now been forwarded to us for sign off. A meeting has been scheduled for 2 July at 10.00am to this end. It will then be necessary to forward the drawings and specification to the Football Foundation for approval prior to going out to tender. Copies of the specification should be available for the changing room’s working party at the meeting. Matter of report.

347** Buildings – Proposal for New Development

A meeting has now been scheduled for 1.30pm on 7 July with the Buildings Committee, Colin Hopkins (Diocesan Board of Education), Ven. Chris Liley (Archdeacon of Lichfield), Rev Burgess and a representative of St Mary and St Chad’s First School. An agenda for the meeting will need to be agreed.

347** Buildings – Scout Hut and Youth Provision

A copy of the flier circulated by the Scouts to parents of Scouts (and assoc. groups) and many households in the Parish is tabled to each Member. Copy correspondence also received 25 June to Staffordshire County Council from Mrs Diane Drury, previous Clerk to Brewood and Coven Parish Council. Representatives of the Scout Group are intending to speak during Public Participation. Mr Plowright has indicated they will be requesting the Council support their efforts and write to Staffordshire County Council before the meeting of 18 July. Further to the information presented by Dr Taylor at the meeting of 12 June with regard to the Quirk Review I have emailed the SPCA to determine whether they have any further information or cases where the recommendations of the Quirk Review have been used to good effect – reply awaited. The closure of this site is apparently at odds to other initiatives where: Government funding is being made available for youth provision; we are being invited by South Staffordshire Council to ‘connect with youths’; we are endeavouring, with other local organisations, to optimise areas of land in the Parish to the benefit of the community. Members’ views.

72*/151* Traffic Management

Email from Mr M. Keeling with regard to the speed count/survey on Kiddemore Green Road – the equipment has been vandalised and someone has attempted to cut the cables. New equipment was installed on 25 June. Matter of report.

60. Telegraph Pole, Engleton Lane.

Reference the concerns raised by Mr D Evans on 12 June with regard to the telegraph pole that had been erected outside the new development in Engleton Lane. Mr Evans has since noted that although Crestwood Park does not have such poles, Engleton Lane does. Mr Evans to report further. Members' views.

74. SPCA Training

Mrs Viv Evans has apologised for the fact the content of courses had been made without notification – the Chairmanship skills events had received few bookings so they had been rescheduled as Welcome New Councillor events but this Council had not been informed.

Matter of report.

78. Bishops Wood Playing Field

Mr Clarke’s letter describes the article in the May Parish Council Newsletter as providing a ‘feeble excuse’ for not installing the basket ball post and net offered by Mr & Mrs Foster. The offer was declined on the advice of the Fosters because they did not feel the path could support or provide access for the vehicle they would need to get on site to safely erect the post. I have spoken to the Fosters again to see if there is any likelihood of a post being available again and whether they would accept someone else erecting the post – Ace Kind have offered. Recommended resolution: the Clerk reply to Mr Clarke tanking him for taking an interest and explaining the situation in more detail.

Further (Urgent) Correspondence

Area Highways – a letter was received at fairly short notice with regard to a meeting on 25 June where new arrangements for dealing with minor environmental type highway repairs by “Community Gangs” was discussed. The Chair works on Wednesday mornings and the Vice Chair was not available. Arrangements were made for Mrs Debra Poole to attend and on hearing of the meeting while in the office Mrs L. Jones and Mrs J. Carr also attended. Mrs L. Jones to report.

Mr Stephen Hemming with regard to the proposed development of a new prison adjacent to the existing Featherstone and Brinsford establishments, on land forming part of the current HMP Featherstone, together with part of the former BAE site to the south. The planning application should be submitted in August. Public exhibitions are scheduled to take place at Featherstone & Hilton Community Centre as follows:

- Tuesday 8 July 1pm to 6pm

- Wednesday 9 July 9.30am to 7.30pm

- Thursday 10 July 9.30am to 1pm

Members are invited to attend or may attend as a Council after the exhibition closes.

Members’ views.

87. Finance

Internal Audit A meeting has been scheduled for 10.00am on 7 July to discuss a couple of points further with Mrs Pegg when she will have returned from holiday, after which Mrs Pegg will be able to complete her report to Council. A number of Mrs Pegg’s recommendations with regard to how the audit report is presented have been incorporated – audit report to be signed off again by the Chair and Clerk as RFO.

Brewood Playing Field

Paul Dunbar has now provided a written quote for removing the two dead trees by the Engleton Lane playing field fence at a cost of £80. Recommended resolution: Members approve the quote and the Clerk arrange for Mr Dunbar to carry out the work.

Coven Playing Field

Arrangements have been made for Mr D. Barker to lock up the Playing Fields at Coven in the event that Mr Nicholls, gate keeper, is unable to do so. This follows an incident reported by Mrs L. Jones when the gates were still open after a Council meeting.