BREWOOD AND COVEN PARISH COUNCIL
WITH
BISHOP’S WOOD AND COVEN HEATH
MINUTES
OF THE ANNUAL GENERAL MEETING OF THE COUNCIL
HELD
IN THE COUNCIL OFFICES,
ON
THURSDAY, 8 MAY, 2008 AT 7.30PM
PRESENT:
M.
Alden-Court, Cllr A. Ball, 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,
Mrs A.Y. Millward, Dr R. C. H. Taylor, Mr M. Webb, Mr I. Westwood.
IN ATTENDANCE:
Cllr
R. Roberts O.B.E., Cllr M.R. Hampson.
APPOINTMENT OF CHAIRMAN
The
Clerk called for nominations for Chairman for the following year. Dr R.C.H.
Taylor was nominated, seconded and duly accepted the nomination. Mrs L.E. Jones was thanked for her
contribution as Chair.
It
was resolved that Dr R.C.H. Taylor be appointed Chairman for the ensuing
year. Dr R.C.H. Taylor then signed his
Declaration of Acceptance of Office as Chairman.
APOLOGIES
Apologies
were received from Mr F. Barrett – holiday.
DECLARATIONS
OF INTEREST
Dr
R.C.H. Taylor declared a personal and prejudicial interest in matters relating
to traffic management where it specifically related to
1.
APPOINTMENT
OF VICE CHAIRMAN
The
Chairman called for nominations for Vice Chair for the ensuing year. Mrs D.M. Holmes was nominated, seconded and duly
accepted the nomination.
It
was resolved Mrs D.M. Holmes be appointed Vice Chair for the following year.
2.
APPOINTMENT
OF PERSONS WITH SPECIAL RESPONSIBILITY FOR :
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Responsible Financial Officer |
Clerk,
Mrs S. Groom |
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Finance |
Mrs
L.E. Jones supported by Mrs J. Carr |
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Planning |
Mrs D.M. Holmes |
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Playing Fields & Skateboard Parks |
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Bishop’s
Wood |
Mrs
D. Poole |
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Brewood |
Mr
M. Webb |
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Coven |
Mrs
J. Carr and Mrs A. Y. Millward |
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The Bront |
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APPOINTMENT OF STAFFING COMMITTEE
The
Council considered the appointment of the Staffing Committee.
It was resolved
that M. Alden-Court be appointed to replace Mrs L.E. Jones, who having been an
ex-officio member of the committee was standing
down, and that Cllr A. Ball, Mrs K.A. Holmes, Mrs J.C. Jeffries, Mr G. Martin
and Dr R.C.H.Taylor be reappointed.
3.
APPOINTMENT OF ANTI-SOCIAL
BEHAVIOUR COMMITTEE
The Council considered the appointment of
the Anti-social Behaviour Committee
It was resolved that Cllr A. Ball, Mr F.
Barrett, Mrs J. Carr, Mrs L.E. Jones, Mrs A. Y. Millward and Mr M. Webb be
reappointed.
4.
APPOINTMENT OF BUILDINGS
COMMITTEE
The Council considered the appointment of
the Buildings Committee.
It was resolved that Cllr A. Ball be
appointed and that Cllr I. Clay, Mrs D.M. Holmes, Mrs K.A. Holmes, Mrs L.E.
Jones, Mr G. Martin, Dr R.C.H. Taylor and Mr M. Webb be reappointed.
5.
APPOINTMENT
OF BREWOOD DOLE TRUSTEES
The
Council considered the appointment of the Trustees of the Brewood Dole Charity.
The existing Trustees comprised of: 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 and Mr I. F. Westwood. All Trustees had indicated they would be
willing to continue to stand. The Trustees were appointed for a four yearly
term of office – appointment of Trustees next due in 2011.
Mrs K.A. Holmes queried the remit of the Trustees.
As this matter was not on the agenda it was resolved the matter would be discussed
under Any Other Business.
The
Council considered the appointment of the Council’s representative on the
Bushbury Charities. Mr A. F. Prendergast was the present representative and had
indicated he would be willing to continue to stand. The Trustees were appointed
for a four yearly term of office – appointment of Council’s representative next
due in 2011.
6.
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:
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Brewood
C.E. (C) Middle School |
Mrs
H. Fortescue – appointed July 2005 Mr
Roy Wright – appointed March 2007 |
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Mr
R. Haynes - appointed November 2007 Mrs
L. Shaw – appointed November 2005 |
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St
Mary's |
Mr
A. Ridyard – appointed November 2005 |
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St
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Ms T. Carey - appointed August 2006 |
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Mrs L.E. Jones – appointed September 2005 |
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7.
APPOINTMENT
OF REPRESENTATIVES ON OUTSIDE BODIES
The
Council considered and approved the appointment of the Council's representatives
on the following:
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Mrs
D. M. Holmes |
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Bishop's
Wood Village Hall Management |
Mr
I. Westwood |
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Coven
Memorial Hall Management Committee |
Mrs
A. Y. Millward |
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Brewood
Parish Sports Association |
Cllr
A. Ball, Mr M. Webb, Mr D. Evans |
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Mr
M. Webb, Mr D. Evans |
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Youth
& Community Stakeholders |
Cllr
A. Ball |
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Police
Consultative Committee |
Dr
R.C.H. Taylor, Mrs J.C. Jeffries |
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Standards
Committee |
Dr
R. C. H. Taylor representing Parish Councils |
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South
Staffordshire Parish Councils' Area Committee |
M.
Alden-Court |
8.
MINUTES:
The minutes
of the meeting of the Council held on 24 April 2008 were approved as being an
accurate record and duly signed subject to it being noted that the reference to
“Church wall” was amended to “Church” on page 239.
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.
10.
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 A.
Cunningham, Mr D. Giles, Ms S. Ball, Ms J. Swinnerton and Mr I. Carless, Kiddemore
Green with regard to the problems caused by traffic, including buses,
travelling at excessive speed on
It
was resolved that the matter be referred to the Traffic Management Committee
(meeting scheduled for 12 May) for further consideration. Cllr R. Roberts would
discuss the matter with the Police and determine the outcome of Mr D. Wrights
site visit last year – the matter having been raised at the site visit to The
Orchard.
Mr A.
Blenkiron, Chillington Estate reported that Mr Giffard had been upset by
reports in the press suggesting that footpaths used by members of the public
had not been properly maintained. Mr
Blenkiron advised that the footpaths as shown on definitive maps were always
kept clear and that Mr Giffard took his responsibilities seriously, however
fallen trees that were not obstructing the footpath were considered to be a
natural habitat for wildlife and he felt that he should be allowed to manage
his woodland as he saw fit. He further reported that if people continued to
stray from the footpaths and then complain about the debris consideration would
be given to fencing off the footpath. Plans were in hand to improve the
markings for the footpaths further. Concern was also raised about the
seriousness of the allegations as this could lead to a reduction in
funding. The Chairman apologised to Mr
Giffard via Mr Blenkiron and said that the matter had been raised with good
intentions and had not meant to infer any criticism.
11.
POLICE REPORT
No report due until the last meeting of the month.
MATTERS ARISING:
256** Notification of Change of Premises Licence
Holders. Letter
received from Mr Rolf Levesley, Chief Executive, South Staffordshire Council
with regard to the Overview and Scrutiny Committee who had agreed that Parish
Councils were to be included for consultation purposes and that it would be the
recommendation to a forthcoming meeting of the Licensing Committee. Letter
received from Mr David Pattison, South Staffordshire Council, introducing
himself as the new Head of Legal and Licensing Services and confirming that it
had been ‘agreed that the relevant Parish Council will be consulted when a new
application or variation application under the Licensing Act 2003 is received.’
The views of the relevant Parish Council would also be sought in relation to a
review under the Act. Licensing procedures had been amended to reflect this
change.
It was resolved that the Clerk reply to Mr
Levesley thanking him for his support in this matter and to Mr Pattison congratulating
him on his appointment and expressing our appreciation at being included in the
consultation process.
288** Coven Changing Rooms.
Redevelopment of Coven’s old
changing rooms to a sun shelter/ community seating area – the previous damage
had been reported to the police (crime no. available). The completed building
was signed-off by the Project Manager, Mr L. Beards on 7 May.
New build of changing rooms –
Clerk’s report referred.
i) Project review scheduled for 7
May.
ii) Letter received from Mr J.
Goodall, South Staffordshire Council following his offer in March to ‘take a
look at’ the Football Foundation Grant Terms and Conditions. In summary he
reported that Mark Jenkinson considered that the terms seemed standard but
ultimately it was this Council’s choice whether it decided to consult its
solicitor.
Matter
of report.
iii) Further letter received from
Mr J. Goodall drawing the Council’s attention to the requirement to notify
South Staffordshire Council if the current proposal/project differed from the
original proposal/project submitted to South Staffordshire Council and which
formed the basis of the grant and loan approval.
It
was resolved that the Clerk would review the basis of the Council’s initial submission
to S.S.D.C. and reply to Mr Goodall accordingly.
347** Buildings – Proposal for New Development.
i) A meeting of
stakeholders was to be arranged to discuss the initial feasibility – awaiting a
reply from the Bishop of Wolverhampton.
Matter of report.
ii) Letter received from
Mr F. Humphries, architect, raising his concern at the letter received from
this Council dated 7 April and reiterating his expectation to be paid for the
services provided. Clerk’s report referred.
It was
resolved that the Clerk document a breakdown of the history of the project to
date with regard to Mr Humphries’ contribution and report back to Head of
Finance and Chair of Council.
iii) Clerk to review the
previous minutes to ascertain the resolution passed with regard to this
Council’s commitment to the Royal British Legion site in
It was resolved that the Council support
the Royal British Legion’s tenure on the present site and that every effort
would be made to negotiate a satisfactory lease when this became necessary.
72/151* Proposals for a
One-way System. A meeting of the Traffic Management Committee had been rescheduled for 10.00am
on 12 May. Replies were still awaited from all the schools in Brewood with
regard to the travel arrangements of their pupils except for
Matter of report.
167* Roseclaim. Letter
received from Mr Mike Nattrass, Church Warden, Bishops Wood Parochial Church
Council thanking this Council for forwarding a grant of £750 from the V-Festival funds. Mr Nattrass also
reported that he had written to Roseclaim thanking them for their support and
recommending they continue to use the Parish Council as their ‘distribution
centre’.
Matter of report.
205/250*
Cllr R. Roberts offered to follow the matter up with Mr D. Wright to
determine whether he had further information with regard to the commitment made
by S.S.H.A.
217* Proposals for a
It was resolved that the Clerk reply to Mr Hodson stating that the Council had no direct control over how the BPSA (no longer ‘Limited’) operated the land being leased to them, that football pitches could not be reduced in size due to the clubs FA status and that if he required any additional information he should contact the BPSA.
234* Review of Standing
Orders/Financial Regulations. Approved amendments forwarded to Kevin Arnold to
produce a proof for checking.
Matter of report.
302* Chain of Office. A quote was to
be obtained to engrave the remaining Chairs on the old chain.
Matter of report.
307*
Matter of report.
324* Portable Flashing
Speed Warning Signs. Clerk to obtain further details as to operating
costs and implications. Clerk’s
report referred. Mr I. Westwood reminded Council that Bishops Wood had been asking for
portable flashing signs for some time.
It was resolved to wait for Mr Keeling’s
reply and consider the matter further at the next meeting when a reply should
have been received.
Mrs K.A. Holmes
and Cllr A. Ball left the meeting returning during the next item.
377* Affordable Housing,
It was resolved the Rural Exception Sites
papers, as supplied by Cllr I. Clay, be circulated to Members prior to the next
meeting for information and the Council request a housing needs survey be
carried out – to be referred to the Buildings Committee to review the
requirements of the survey.
408* Croft House, Coven. The Health and Safety Executive had reported that
they did not investigate such sites but stated that the owner / builder would
be responsible for ensuring the scaffolding was safe and should have a
certificate stating when it was last checked.
It was resolved that the Clerk write to the owner asking that such assurance be provided.
426* Road Surface,
It was resolved that the Clerk reply thanking
him for his co-operation and copy Mr Holt’s letter to Mr F. Barrett for
information.
430* Brewood Christmas Lights. Accounts for
Christmas 2007 received from The Rotary Club of Brewood and District as
requested. Concern was raised at the high cost of printing although it was
noted that this was likely to be for raffle tickets. Accounts to be held on
file for review prior to the precept meeting as previously minuted.
Matter of report.
445* Chillington
Estate. Reply received from Mr A. Blenkiron confirming his intention to
attend the meeting of 8 May. Mr F. Barrett had provided a written report of his
concerns which had been forwarded to Mr Blenkiron. This matter had been dealt
with under public participation.
Matter of report.
Planning Applications – Cat and
Matter of report.
CORRESPONDENCE RECEIVED:
Letters had been received from:
12. Mr S. Winterflood, Deputy Chief Executive,
South Staffordshire Council with regard to the Post Office Network Change
proposals of Post Office Ltd to close the Post Offices in Codsall Wood and
Seisdon. South Staffordshire Council did not support the closures and was
working with the Parish Councils involved. Post Office Ltd had started a period
of public consultation which would end 9 June. Postwatch had also been asked to
be copied on any representation that may be made to Post Office Ltd. It was
noted that Bishops Wood used to have a post office and now that the Codsall
Wood office was designated for closure residents would have even further to
travel.
It
was resolved that the matter be reported in the Bishops Wood Bugle and that
notices be placed on the notice-board in Bishops Wood. It was further resolved that
the Clerk write highlighting the need for village post offices to remain open
as they provided a meeting place for the elderly, gave easy access to services
in rural areas and provided a focus for the community.
13. South Staffordshire Branch of the Campaign to
Protect Rural England, based in Kinver who meet monthly to consider CPRE issues
appertaining to
It
was resolved no action be taken.
14. Brewood W.I seeking permission to site a
planter on the grassed area in front of the two seats on The Pavement and
requesting ‘help with some plants’ so that they may continue their endeavours,
as last year, ‘to make the village garden areas full of colours.’
It
was resolved the Clerk write to Brewood W.I. expressing appreciation for their
contribution but expressing regret that funding could not be provided towards
the cost of plants. Permission to site
the planter was granted subject to Highways approval – Clerk to follow-up with
Mr D. Wright at Highways. It was further resolved that the Clerk write to
S.S.D.C. requesting they erect one or more bollards (appropriate to the
Conservation Area) to the rear of the seats at the junction of The Pavement and
Dean Street to stop inappropriate parking and to establish with Inspector
Gains, copied to the Chief Constable, whether or not it was illegal to park on
a pavement at all or only if an obstruction was being caused.
15. HM Revenue and Customs - questionnaire to
determine the possible requirements the Council may have if they should hold a
business advice open day.
It was resolved the Clerk complete the questionnaire as appropriate.
16. Mrs J. Carr, Treasurer, Coven Memorial Hall
enclosed a copy of their accounts for the year ending 31 December 2007 and treasurer's
report. Mrs Carr thanked the Parish Council for their generosity and help
during the past year.
Matter
of report.
17. CORRESPONDENCE CIRCULATED:
Agenda and reports for the Annual Meeting of
South Staffordshire Council held on 6 May.
Agenda and reports for the meeting of South
Staffordshire Council’s Partnership and Strategic Services Scrutiny Panel on 1
May.
Agenda and reports of South Staffordshire
Council’s Direct and Support Services Scrutiny Panel held 29 April.
Agenda and reports of South Staffordshire
Council’s Community and Environmental Services Scrutiny Panel held on 28 April.
Staffordshire County Council – Strategic
Plan 2008 – 2011.
CPRE notice of AGM on Saturday 10 May; Trips
and Events of the Staffordshire Branch of the CPRE 2008; CPRE Spring
Newsletter.
Fields in Trust notice of AGM on 18 June;
Trustees Report and Accounts to December 2007.
Brewood Civic Society minutes of the meeting
held 21 April and copy correspondence to: Mr R. Levesley – seeking replies to
previous correspondence concerning development on the canal, Payzone and
Japanese Knotweed; Mr M. Beavis of ABB Limited – upgrading of street lighting
in the Brewood Conservation Area; Mr S. Poyser of South Staffordshire Council –
lighting columns along the rear footpath in the Churchyard of St Mary and St
Chad; Ms S. Poxon – planning application 08/00381/FUL, 08/00378/FUL.
18. CHAIRMAN’S REPORT:
The
Council received the report of the Chairman Dr R.C.H. Taylor who proposed
thanks to the outgoing Chair, Mrs L.E. Jones, and presented her with two bay
trees, on behalf of the Council, in recognition of achieving twenty-five years service
as a Parish Councillor. The Chairman
also presented an 80th birthday card signed by all Members to Cllr I.
Clay. The Chairman advised that he would
be away on leave for a week starting 9 May and that the Vice Chair would act on
his behalf.
19. FINANCE REPORT:
The
Council received the report of the Head of Finance, Mrs L.E. Jones and resolved
the following matters:
·
The
list of accounts for payment as at 8 May 2008 be approved. It was agreed that Ace Kind be paid in full
for the work completed at Coven playing fields as they had done an “excellent
job”.
·
The
request from Rev Clive Burgess for a grant of £1,000 towards the maintenance
costs of the grave yard at St Mary and St
·
Subscription
to the Local Council Review, the bi-monthly official publication of the
National Association of Local Councils, be approved at a cost of £13.50 for the
year.
31.
PLANNING REPORT:
The Council received the report of the Head
of Planning, Mrs D.M Holmes and considered the planning applications received
as set out in the attached
schedule.
32.
PLAYING
FIELD REPORTS:
The Council received the reports of the
heads of playing fields.
·
Bishops
Wood. – Nothing to report
·
Brewood - Nothing to report.
It
was resolved the quote from Playquest to repair the climbing frame and realign
the roofed equipment at Brewood playing field and replace a rotten beam at
Bishops Wood playing field be approved at a cost of £480 exclu. VAT
·
Coven
- list of items requiring action
supplied by Mrs A.Y. Millward. It was also noted that a panel was missing
from the skateboard park. The Clerk reported that Mr D. Barker had this section
and was waiting for better weather to glue it back on.
33.
CLERKS REPORT:
The
Council received the written report of the Clerk, Mrs S. Groom.
The arrangements for week
commencing 26 May and the next meeting of the Council were noted and Mr D.
Evans would lead a Parish Walk on 19 June at 7pm from the Council Offices.
ANY OTHER BUSINESS:
34.
Brewood Dole Charity. Although not originally an
agenda item it had been agreed that Mrs K.A. Holmes be given the opportunity to
speak on this matter. Mrs K.A. Holmes queried the delegated responsibility of
the Dole Trustees, the remit under which they operated and whether the
appointed Trustees should to report back to Council within this remit. Mrs J.C.
Jeffries reported her concern that three Parish Councillors who had been
elected to serve the Parish were also appointed as Trustees of the Dole Charity
(along with other appointees) by the Parish Council and there could be
occasions when this may create a possible conflict of interest for those
Members who as Trustees may make decisions that were contrary to those of the
Parish Council who they also served. It was noted that Members currently
declared an interest and withdrew from Council meetings, as deemed appropriate
by the code of conduct, and that the Dole Charity was open and transparent and
that records of its activities were available to the public at the Council
Offices (Annual report of the Trustees
of Brewood Parochial Charities).
The Chairman moved
the suspension of Standing Order 44 to allow the completion of business.
It was resolved
that the Clerk seek the advice of the Charity Commission and the Staffordshire
Parish Councils’ Association with regard to the potential conflict of interest
of Parish Councillors who were also appointed Trustees of the Dole Charity. It
was further resolved that the letters be reviewed by Mrs J.C. Jeffries prior to
being sent.
There
being no further business the meeting closed at 9.40pm.
Clerk’s Report for the Meeting of the
Council held 8 May 2008
288** Coven Changing Rooms
Sun shelter – The works had now been
completed and the site inspected by Leon Beards (Project Manager). A few minor
points were to be addressed – grass seeding by the concrete ramp, repainting of
the door and some ply-wood in the store room. Once completed the final invoice
could be paid – Leon Beards advises there was no need to withhold any part of
the invoice.
New Changing Rooms – Project reviewed 7 May
(report on file) when the ground inspection quotes were discussed, the draft
building spec. and initial time frames for going to tender. Quotes for laying
on of services may delay the project. Total costs incurred to date £5,475
inclu. VAT, a further £3,658 was committed towards Building Regs &
Inspections (no discount for Parish Councils) and the ground inspection report
was expected to cost in the region of £1,800 exclu. VAT, no cost was yet
available with regard to the provision of services. These costs were all items
which were excluded from the original build costs of £179,000.
347** Buildings Committee – New Development
Letter from Mr Humphries was not circulated
prior to the meeting (oversight) – in summary Mr Humphries said he was due the
full amount invoiced and referenced a number of letters and a feasibility
report. Recommended resolution: the
Clerk compile a breakdown of the history of the project to date with regard to
Mr Humphries contribution and determine the nature of the feasibility report.
Clerk to report back to Head of Finance and Chair of Council.
With regard to the query as to the Council’s
minuted commitment to the Royal British Legion – the Clerk had still to review
the minutes.
205/250
The Council did not hold any paperwork on
file with regard to the commitment to carry out repair work by SSHA, other than
a brief note from Mr D. Wright. I had written to Mr David Wright of Area
Highways who was involved in discussions at the time.
217* Proposals for a
Mr A. Hodson of Micklegate, Brewood had
visited the office raising a number of queries with regard to the feasibility
of a
·
What
control did the Parish Council have over BPS Ltd with regard to what their
priorities were and the remit under which they operated?
·
How
could someone in the community influence how the BPS Ltd ground was used?
·
What
parameters had been considered by BPS Ltd in trying to accommodate a
·
On
what basis were decisions made by BPS Ltd, were they directed by the Parish
Council as they were leasing Parish Council land?
Mr
Hodson had expressed his concern that his letter of January 2008, in which some
of these concerns were raised, was not fully answered.
Members’ views.
324* Portable Flashing Speed Warning Signs
Mr Mark Keeling, Staffordshire
County Council was to write explaining the implications of running SIDs. He
hoped to provide the information for the next meeting of the Council.
Playing
Fields Playquest
had inspected the broken equipment at Engleton Lane playing field and would
provide a quote for replacing the two broken beams on the equipment nearest the
Engleton Lane gate, a rotten beam at Bishops Wood (from the inspection report)
and for shoring up the under 9’s equipment at Brewood (listing slightly). Members were asked to confirm that, once a
cost was available, I arrange for the work to be done after obtaining approval
from the Chair and Head of Finance – it would be cheaper if all the jobs were
done at the same time and the two broken beams were in urgent need of repair.
Parish
Walk At the previous meeting Mr David Evans
offered to organise another Parish Walk.
Members’
views.
Staffing Due to staff leave
Mrs V. Turner would be covering the meeting to be held 29 May. On the 28, 29
and 30 May the office would be covered by Mrs Turner and Mrs Cummings following
the two day Bank Holiday.