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 (late arrival), Mr F. Barrett, Mrs J. Carr, Cllr I. Clay, Mr D. Evans,
Mrs L. E. Jones, Mr G. Martin, Dr R. C. H. Taylor, Mr M. Webb.
APOLOGIES:
M. Alden-Court – family commitment, Mrs D.
M. Holmes – family commitment, Mrs K. A. Holmes – no reason, Mrs J. C. Jeffries
– holiday, Mrs A. Y. Millward – illness, Mr I. Westwood – holiday, Cllr R.
Roberts – holiday.
MINUTES:
The
minutes of the meeting of the Council held on 8 May were approved as being an
accurate record and duly signed. The minutes of the Traffic Management
Committee held 12 May were approved as being an accurate record and duly
signed.
DECLARATIONS
OF INTEREST:
Mr D. Evans declared a personal and
prejudicial interest in 377 Affordable Housing, Engleton Lane. Dr R. C. H. Taylor declared a personal and
prejudicial interest in 72*/151* Proposals for a One-way system. Mr M. Webb declared a personal interest in
planning application 08/00475/FUL. Cllr
A. Ball declared a personal and prejudicial interest in the S.S.C.V.A. on the
Finance Report.
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.
Cllr
A. Ball apologised for arriving late.
35. 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 R.
Beddow, Myrtle Grove, Brewood with regard to item 42 on the agenda, application
to vary a club premises certificate. He
reported that the Royal British Legion had put a request for longer opening
hours to cater for Wakes etc. They did
not intend to stay open late at night on a regular basis.
It was resolved that members would keep this
in mind when considering item 42.
36. POLICE REPORT
The Council received the written Police report.
It was resolved that the Clerk write expressing the Council’s concerns on the restrictions of the reports and requesting a list of what could actually be reported and also for a more detailed account, such as the actual area in the villages where crimes had occurred.
MATTERS ARISING:
288** Coven Changing Rooms.
Old changing rooms, now sun-shelter
and store - the Assistant Clerk reported that one of the glass bricks had
already been broken.
It
was resolved that the matter be reported to the police and the builder be asked
to replace the brick and install a metal grill to stop further vandalism.
New build of changing rooms –
Clerk’s report referred. Matter of report.
347** Buildings – Proposal
for New Development. A meeting of stake holders was to be arranged to
discuss the initial feasibility – Rev Burgess had agreed to raise this matter
when he met the Bishop of Wolverhampton at the end of May. The matter of Mr
Humphries ‘application for payment’ was outstanding – a holding letter had been
sent to Mr F. Humphries. Clerk’s report referred.
It was resolved that the Clerk meet with the Chair and Head(s) of Finance week commencing 2 June to discuss the report.
347** Buildings – Scout Hut and Youth Club Provision. Reply
received to this Council’s letter of 4 April from Cllr R.J. Simpson, Deputy
Leader,
It was resolved that the Clerk again write requesting confirmation that a proportion of the money from the sale of the land would be put towards the provision of new premises for the scouts and approximately what percentage would be available.
72* / 151* Proposals for a
One-way System. The Council received the report on the recommendations of the
Traffic Management Committee of the meeting held 12 May. Reply received from Mr
M. Keeling, Area Highways, Staffordshire County Council (circulated prior to
meeting) with regard to the recommendations made to
It was resolved that no further consideration be given to a one-way system at this time, double yellow lines be provided from outside no. 22 Newport Street up to no. 34 Newport Street and the feasibility of using part of the playground of St Mary and St Chad CE First School be referred to the Buildings Committee. It was further resolved that the Clerk reply to Brewood Civic Society acknowledging their comments, write to Mr Brian Jones confirming the Council supported the request and approved the matter be forwarded to Highways, contact Mr Dennis Crowe with regard to the status of the Community Speed Watch Initiative in Bishop’s Wood and report the need to trim back the hedge from the 30 mph sign on Kiddemore Green Road.
205*/250*
It was resolved that the Clerk again write to
217* Proposals for a
Matter of report.
234* Review of Standing
Orders. Awaiting proof of changes made by Mr K. Arnold.
Matter of report.
302* Chain of Office. A quote had
been sought from Vaughton’s to engrave the remaining Chairmen on the old chain.
They were ascertaining whether this was feasible – a number of photographs had
been emailed to assist.
Matter of report.
307*
Matter of report.
324* Portable Flashing
Speed Warning Signs. Awaiting a report from Mr M. Keeling, Area
Highways, Staffordshire County Council with regard to the County Council’s position
on Parish Councils managing their own SIDs and the implications. Mr Keeling
offered to discuss the matter further at the meeting with the Traffic
Management Committee on 9 June. Copy circulated prior to the meeting.
It was resolved Mr M. Keeling be asked at the meeting, that if a SID was purchased by this Council for use in the Parish would Staffordshire County Council take responsibility for the management of it.
336* A5, Traffic Issues. See the written report from Cllr R. Roberts
referenced under County Council report.
Matter of report.
377* Affordable
Housing,
It was resolved that the Clerk write to Grant Mitchell, South Staffordshire Council and Ursula Bennion, South Staffordshire Housing Association to arrange a meeting with the Buildings Committee to discuss the housing needs survey.
386* Barnfield
Sandbeds. Reply received from Mr R. Levesley, Chief Executive, South Staffordshire
Council confirming the Council was still considering options but that the
‘vision’ for the site would be an informal area for recreation and a continuing
haven for wildlife (already classed as a County Grade 1 Site of Biological
Interest). It was likely the paths on current desire lines would be improved
and other features, such as water bodies, would be enhanced. Selective
tree/scrub removal along pathways would be carried out to ensure users felt
safe through improved sight lines. Proposals would generally be low-key
requiring minimum intervention. Finally it was hoped an active friends group
would materialise.
It was resolved that the matter be deferred until July.
The Chairman moved the suspension of Standing Orders to allow the gentlemen to remove their jackets.
408* Croft House, Coven. Letter sent requesting assurance that all health
and safety requirements were being satisfied.
Matter of
report.
430* Brewood Christmas
Lights. Copy of account details received (cash flow statement) and circulated
prior to the meeting. Mr P. Plowright had raised his concern that there was, as
yet, no commitment to increase the grant for this year’s Christmas Lights – he
reported that Rotary would need to know in September what funds would be
available for Christmas 2008. Mr M. Webb further reported on the Rotary’s
funding for the Christmas lights.
It was resolved that the Clerk write to the Rotary explaining that the Council were grateful to them for taking over the Christmas lights and would discuss any increase for this years lights in November as previously agreed. The Clerk to also request a copy of their provisional accounts before January so that any increase for next year could be discussed at the precept meeting.
462*
It was resolved the matter be referred to the site visit of the Traffic Management Committee on 9 June.
475* Traffic Islands,
A449. Letter received from Mr D. Wright, Area Highways, Staffordshire County
Council acknowledging this Council’s comments and confirming they would be
passed on as part of the consultation process.
Matter of report.
17. WI Planters and
Bollard on
It was resolved that this be discussed at the Traffic Committee site meeting to be held on 9th June.
32. Brewood Playing
Field. Repairs had been planned to damaged play equipment, Clerk’s report referred.
It was resolved that the Clerk’s request for the wood-burner logs be approved and that she write to Zurich raising the Council’s concern that nothing had been highlighted during their inspection. It was also resolved that Mr M. Webb would do a survey as to what new equipment was required for the playing field.
34. Brewood Dole
Charity. Letters sent to Staffordshire Parish Councils’ Association and the
Charity Commission.
The Chairman, Dr R. C. H. Taylor reported that a reply had been received from Staffordshire Parish Councils’ Association a copy of which would be sent to every member with the agenda for discussion at the next meeting.
St Mary’s Catholic Church Wall. Reply received from
Father Michael Miners confirming his assurance “that measures are in hand to
ensure that the wall is not a danger to the community.” He also stated that it was his intention to contact
the Highways Authority to ask them for compensation to help to pay for repairs
to the wall, the damage having been caused primarily by the gritting process.
Matter of report
CORRESPONDENCE RECEIVED:
Letters, reports, and e-mails had
been received from:
35. Mr D. Heywood, Director of Community
Services, South Staffordshire Council with regard to a forum event to explain
their new locality working model that was being implemented for South
Staffordshire which was intended to lead to a more comprehensive approach to
community engagement and neighbourhood governance. Forums were being held for
different localities over a period of time and this event had been arranged for
Members from locality area 2 – Blymhill and Weston under Lizard, Lapley,
Stretton and Wheaton Aston, and Brewood and Coven. The forum would be held on 2
June at Brewood Jubilee Hall with a buffet from 6.00pm and the formal event was
to commence at 6.30pm until 8.00pm. Confirmation of those attending was
required by 21 May. Eight places had been reserved for M. Alden-Court, Cllr A.
Ball, Mr D. Evans, Mrs D. M. Holmes, Mrs K.A. Holmes, Mr G. Martin, Dr R.C.H.
Taylor and Mr M. Webb.
Matter
of report.
36. Notice of the South Staffordshire Council
Community Safety Partnership AGM held 9 July 10.00am to 12.30pm, including
buffet lunch.
It
was resolved that Mrs D. M. Holmes would attend on behalf of the Council.
37.
Mrs C. Cumming, Brewood and District
Voluntary Car Scheme enclosing the statement of income and expenditure for the
year ending 31 March 2008 and a report proposing increases for driver’s mileage
expenses and passenger fares. Copies circulated prior to the meeting.
It was resolved Members approve
the recommended increases and Mrs Cummings be thanked for a very detailed and
informative report.
38.
South Staffordshire Council with regard to this
years Street Homelessness / Rough Sleepers Survey 2008 – definition being
‘People sleeping, or bedded down, in the open air (such as on the streets, or
in doorways, parks or bus shelters); people in buildings or other places not
designed for habitation (such as barns, sheds, car parks, cars, derelict boats
or stations).’
It was resolved Members inform
the Clerk of any such cases before 6 June.
39.
Mr
A. Monkton, Brewood with regard to site traffic using the incorrect route when
accessing the
It
was resolved that Mr D. Evans check which signs had been removed and then the
Clerk write to South Staffordshire Council requesting they enforce the agreed
route for the developers and contractors, supplying the contractor’s details as
noted by Mr Monkton.
40.
South Staffordshire Council, application to vary a
club premises certificate – Brewood and District Royal British Legion,
It
was resolved that the Clerk write stating that the Council had no objections to
the application.
41.
South Staffordshire Local Strategic Partnership seeking
a list of any Adult Learning activities, informal and formal for those over the
age of 19, that were taking place within our Parish.
It was resolved that the Clerk
reply confirming any activities that can be identified.
42.
Staffordshire
Parish Councils’ Association with regard to forthcoming courses. Clerk’s report
referred.
It was resolved Members would
notify the Clerk with regard to any training they wished to attend and the
Clerk to write with a request for training on Finance for Councillors.
43.
Brewood Civic Society with regard to the
condition of footpath 18 which ran past Shaftsbury Cottage, Wharf Lane.
Building materials and debris were currently blocking the access and use of
this footpath.
It
was resolved the Clerk write to Staffordshire County Council drawing the matter
to their attention.
44.
Brewood Civic Society enclosing copy
correspondence from Savills confirming the
Matter
of report.
45.
Mr
A. Monkton enclosing copy correspondence sent to Mr D. Wright, Area Highways
with regard to the four gullies that were blocked on the west side of
Horsebrook Lane, between the A5 and the first cross-roads.
Matter
of report.
46. West Midlands Regional Spatial
Strategy Phase two Revision Draft Submission – formal consultation had been
extended to 8 December. Matter of
report.
47.
Campaign to Protect Rural England with regard
to a ‘New planning System and Responding to Planning Applications’ seminar
scheduled for Saturday 14 June at County Buildings at a cost of £30.
It
was resolved that
48.
SSCVA Community Action Network meeting 15 May.
Matter
of report.
49.
South Staffordshire Council application for new
premises licence at Chillington Hall, Codsall Wood. Response required by 23 May
– originally sent to Codsall Parish Council who redirected it to us. Due to the
limited time the Clerk spoke to the Chairman, Dr R. Taylor who approved the
application.
Matter of report.
CORRESPONDENCE CIRCULATED:
Agenda and reports for the meeting of South
Staffordshire Council’s Executive to be held 3 June.
Agenda and reports for the meeting of South Staffordshire
Council’s Partnership and Strategic Services Scrutiny Panel to be held 3 June.
Agenda and reports for the meeting of South
Staffordshire Council’s Community and Environmental Services Scrutiny Panel to
be held 23 May.
Agenda and reports for the meeting of South
Staffordshire Council’s Regulatory Committee held 20 May.
Agenda and reports for the meeting of South
Staffordshire Council’s Licensing Committee held 20 May.
Agenda and reports for the meeting of South
Staffordshire Council’s Overview and Scrutiny Committee held 13 May.
Brewood Civic Society minutes of 19 May and
copy correspondence to: S.S.D.C – proposed satellite dish
SPCA Training Strategy.
Fields in Trust - Notice of AGM 18 June.
Rural and Emotional Support Team Newsletter.
BUZZ – SSCVA Summer Newsletter.
CrossTalk; Clerks and Councils Direct;
Village News; ROTO – Summer newsletter of Rotary.
50. COUNTY COUNCIL REPORT:
Cllr Roberts had given his
apologies for the meeting but had emailed a report, circulated prior to the
meeting. Cllr A. Ball reported that street
lamps were being raised in height in the area and that light pollution was
affecting local residents.
51. CHAIRMAN’S REPORT:
The Chairman. Dr R. C. H. Taylor
had nothing to report.
52. 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 May be approved
·
the updated audited
accounts be received and approved – some minor changes had been made at the
recommendation of the Internal Auditor but the balances remained the same. The
audit report was duly signed again by the Chairman. The report was tabled at
the meeting.
·
the renewal of the
Council’s insurance at a cost of £2,567.55 be approved and the Clerk to
continue investigating satisfying the Fidelity Guarantee criteria. The premium
did not include a cost for increasing the Fidelity Guarantee which needed to be
increased this year to £134,000 (currently set at £80,000). The Council were
still restricted by the same IT issues regarding password control as last year.
The Clerk recommended that Council approve the Council’s Insurance as above
while the Clerk continued to investigate some means of satisfying the Insurance
criteria.
·
the NJC car allowances
for 2008/2009, effective from 1 April 2008 be approved: casual car users
allowance 1200-1450cc 58.7p per mile, essential users lump sum payment £1,095
per annum and essential users allowance 1200-1450cc 45.8p per mile. Clerk’s
report referred.
·
a budget for planting up
the Council baskets and planters up to £240 be approved, this was in line with last
year (such as Surfinias, Begonias, Bizzie Lizzie and Salvia).
·
a budget for the purchase
of 4 evergreen honeysuckle and 4 evergreen Montana Clematis up to a cost of £70
be approved for the 26m length of new fencing between Sunset Close and Coven
Playing Field.
·
the request for a grant
from South Staffordshire Community for Voluntary Action – their letter reported
on grants they had successfully assisted local organisations to obtain
totalling £6,970 as well as other initiatives. Last year a grant of £350 was
given. A grant of £350 be approved for this year.
·
the request from the
Forget Me Not Club for a grant towards their running costs be deferred to the
next meeting and the Clerk write requesting a copy of their accounts.
·
the request from the
Clerk, Mrs S. Groom to attend the SLCC Annual Policy and Technical Update for
Clerks and Councillors on 26 June at a cost of £45 for SLCC members and the
SPCA Clerks Day on 16 July at a cost to be confirmed be approved.
Internal Audit –feedback was awaited from Mrs J.
Pegg following the Internal Audit. Mrs Pegg had signed off the Annual Return
but the Clerk would still need to respond to the feedback, noting the action
the Council intended to take. The Annual Return needed to be submitted to
the External Auditor before 30 June. The Annual
Return would therefore be put before Council at the first Full Council meeting
in June. The relevant notice had been published as required.
Matter
of report.
The
Clerk had shown concern about the high charges from
53.
PLANNING REPORT:
The Council considered the planning
applications received as set out in the attached schedule.
Notice of hearing of appeal
lodged by Mr J. Lee against the decision of South Staffordshire District
Council not to grant planning permission for the variation of condition 1 on
planning permission 91/00508/COU. Condition 1 stated "This site shall be
used as a transit caravan site for gypsies and shall at no time be used as a
residential caravan sire accommodating fixed mobile homes or caravans.” The Hearing
was to be held at the Council Offices, Codsall on 28 May at 10.00am.
Matter
of report.
The Chairman Dr R.
C. H. Taylor reported that plans had now been received for the waste disposal unit
at Four Ashes and as they were very bulky he recommended that members came in
to look at them before the next meeting.
54. CLERKS REPORT:
The
Council received the written report of the Clerk, Mrs S. Groom.
55. DISTRICT COUNCIL REPORT:
The Council received the report
of Cllr I. Clay who reported on: a Scrutiny Meeting he attended on Waste to
Energy but because it had not come before the Committee he was not allowed to
speak on it; a visit to Fillybrookes, near Stone to see a new development by
South Staffordshire Housing Association and that he was very impressed with the
quality and the new idea of a 3rd bedroom in the roof space; South
Staffordshire Council’s A.G.M. when the new Chairman, Mr Alan Hinton was
elected. He also attended a Parish/District joint meeting and was informed that
if any member wished to speak at a Regulatory Meeting on an application that
had been discussed before at a Parish Council meeting then they had to declare
an interest. An application for an
additional dwelling on the School Lane/Broadacres site was to be a delegated
decision by the Officer for approval, the Parish Council had recommended
refusal, but with the support of members he succeeded in stopping the
application and moving refusal. The
Equine Rehabilitation Centre had been deferred for a report by the traffic
authority and an application for an extension in St Pauls Close, Coven had been
approved.
ANY OTHER MATTERS OF REPORT:
56. The
Bront. M. Alden-Court
had indicated that she wished to speak on this matter. Deferred in her absence.
57. Grass
Cutting. M. Alden-Court had indicated that she wished
to speak on this matter. Deferred in her absence. Mr F. Barrett reported that
the grass cutting should take place next week.
There being no further business
the meeting closed at 9.05 p.m.
Clerk’s Report for the Meeting Held 29 May
2008
Coven Changing
Rooms (288**)
Contractors, Geo Risk, were appointed by the Project Manager and the Architect,
work started on 19 May. A revised detailed specification was received following
the meeting of 7 May although not all the points raised were included –
guttering to one side of the building only and the replacement of velux windows
with sun pipes for example. I have queried this with the project manager who
had recommended leaving the specification as it is, as the items can always be
reviewed to reduce the cost later. This must be followed up on through the
tender process as these two recommendations were not made on the basis of cost.
I’ve also queried why the e-on report shows the supply being laid only to the
corner of the field by the sun shelter – I have yet to receive a reply to this.
The project manager had requested a date from the architect by when the tender
documents will be available – reply awaited.
Buildings –
Proposal for New Development (347**) I have produced a report that reviews the
correspondence, reports and minutes held on file regarding this project to date
and draws a number of conclusions. This report has been circulated to the Chair
and Head(s) of Finance.
Proposals for a
One-way System (72*/151*)
Site visit scheduled for 10.00am 9 June of Traffic Management Committee and Mr
Mark Keeling, Area Highways, Staffordshire County Council to discuss a number
of options (reference minutes of 12 May). Mrs D.M. Holmes had also reported
that the Civic Society have requested to be provided with the minutes of
Traffic Management Committee meetings. These can be viewed by Members of the
public prior to being approved but it would be inappropriate for the Civic
Society to receive hard copies before they have been circulated to Members. Members’ views.
Brewood
Playing Field, Equipment Repairs (32) The contractor came to site to repair the
equipment but found it was beyond repair because youths had continued to use it
even though signs and barrier tape warned them to keep off. The contractor
carried out repairs to two other pieces of equipment as approved and dismantled
the damaged equipment and removed the concrete blocks used to secure some items
– 1 post remains under the bark chippings. He was not equipped to remove the
poles and concrete blocks but cut up the poles so David Barker could remove
them. South Staffordshire Council will hopefully assist us to remove the
concrete blocks. The wood is behind the
Council Offices. Can members please confirm the Clerk can arrange for David to
dispose of it – it looks like reasonable wood-burner logs. I have asked
Playquest to quote for new equipment – unfortunately the action of the youths
now means an approximate cost of £2,000 for new equipment as opposed to £200 to
repair. As this equipment was inspected by
SPCA Training For the second time the Welcome
New Councillor Level 2 training has
been cancelled. Forthcoming training events will take place between 7pm to 9pm
in either
·
Chairmanship
skills level 2, June 4. Aims: to further explore the implications of a
difficult meting (scenarios to be forwarded 2 weeks prior to the event to
facilitate preparation and discussions)
·
Chairmanship
skills 2, June 11. Aims: Chairing a meeting, professional conduct.
·
Welcome
New Cllr Level 2 Module 2, June 24. Aims: roles, responsibilities and duties of
principal authorities; how town and parish councils can influence principal
authorities; Local Strategic Partnerships and Local Area Agreements; maximising
partnership opportunities; exploring how dual-hatted councillors can
effectively manage potentially conflicting roles and responsibilities.
·
The
Key Relationship, June 25. Aims: one of a series to discuss the problems, which
Parish Council’s have encountered – designed for Clerks and Chairs working
together.
·
Chairmanship
skills 3, July 10. Aims: how to handle the public and media.
·
Chairmanship
skills 4, 31 July. Aims: how to handle contentious issues.
SPCA Quality
Council Grant I
have written to the SPCA thanking them for grant towards the Coven community
sun shelter enclosing before and after photographs – to be tabled at the
meeting.
Bus Shelter,
Path – Bishops Wood
Playing Field.
Further to the request for a path from the entrance to the fenced play area at Bishops Wood playing field South
Staffordshire Council have visited the site and recommended a shale path with a
greater depth of hard core base than normal. Full details of their recommendation
and cost are awaited. Other options were discussed: tarmac – this has caused
some problems on the main path in – and a raised walkway which it is advised
would be costly and require maintenance. I did emphasize the seriously wet
conditions that were experienced in that particular area of the playing field.