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.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:
Apologies
were received from M. Alden-Court (illness).
IN
ATTENDANCE:
P.C.
Matt Smith.
MINUTES:
The
minutes of the meeting held 30 October were approved as being an accurate
record and duly signed subject to it being noted that Mr D. Evans declared a
personal interest in item 213 Licensing Fees. Mrs K.A. Holmes asked for it to
be minuted that in respect of item 135 License Application Coopers, she had not actually been present at the
hearing. In respect of item 217, it was
noted that the conservation area referred to was in the churchyard.
DECLARATIONS
OF INTEREST:
Mrs L.E. Jones declared a person and
prejudicial interest in item 213 Licensing Fees and indicated she wished to
speak during public participation. Mr M.
Webb declared a person interest in the letter received from Mr Wynne-Jones and
indicated that he wished to speak during public participation. Mr D. Evans
declared a personal interest in item 213 indicating he wished to speak in
public participation, planning application 08/01055/FUL relating to Crestwood
Park and item 347** relating to Brewood Middle School. Dr R.C.H. Taylor declared a personal interest
in the amended planning applications 08/01010/FUL and 08/01011LBC relating to
The Chairman welcomed P.C. Matt Smith who
advised Members that his role was to oversee crime in the parish while P.C.
Mitchell was on sick leave in addition to his duties at Wheaton Aston, Lapley
and Stretton. P.C. Smith provided
Council with new telephone contact numbers and indicated that he would provide
the Clerk with details of his work and rest days. P.C. Smith advised that the new police
building at Gailey was due for completion early in 2009 and that the new
facility would not affect the Brewood police post.
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.
241.
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.
Further
to his email, received by Council 30 October, Jamie Porter informed Members that
he was interested in joining the Council as he felt that Brewood needed a
change and he wanted to encourage young people in the parish to become
involved. He proposed organising a marathon/fun run in the parish as a
fundraising activity. Mr Porter was
thanked for his contribution and advised that although he was not yet old
enough to be elected to Council he was welcome to speak in public participation
at any future meeting. The Clerk
reported that as agreed she had already discussed the possibility of a Youth
Council with Mr Porter and would follow this up with him. He was also invited to put his ideas in the
parish newsletter.
Mrs
Morrice regarding the amended planning application at
J. Porter
with regard to the speed of traffic along
Mrs
L.E. Jones with regard to item 213 Licensing fees. Mrs Jones reported that the
old license fee application of £30 actually covered 3 years and that she had
contacted Cathy Russell of the Community Council of Staffordshire with regard
to the increased licensing fees but Ms Russell knew nothing about the
matter. Mrs Jones asked that Council
consider writing to South Staffordshire Council asking whether they had any
discretion to reduce the fees as they represented a tax on volunteers. She further asked that copies be sent to
local M.P.’s, The Department of Culture, Media and Sport and DEFRA and that a
copy of all the correspondence be sent to Ms Russell.
Mr M.
Webb spoke on behalf of the BPSA regarding potholes in the driveway to the car
park of the BPSA ground. Quotes to resurface the site had been between £2-5000,
however Area Highways Department had indicated that they had recycled material
available to fill the holes which would mean the work could be undertaken for £525. Mr Webb asked Council to consider funding 50%
of the cost in order for repairs to be carried out.
Mrs
J. Edwards, Bishops Wood thanked the Council for sorting out the problem of the
septic tank with the Village Hall Management Committee.
MATTERS ARISING:
288** Coven Changing Rooms.
The next project meeting was scheduled for 12 November. Clerk’s report
referred. Matter of report.
347** Buildings – Proposal
for New Development. Awaiting details concerning the ownership of Church
House. Matter of report.
347** Buildings – Scout Hut and
Youth Club Provision. Site visit to
Barnfield Sandbeds on 12 November. Mr M. Webb reported that he, Cllr A. Ball
and representatives from District Council, had looked at two sites at the
Barnfield Sandbeds. Mr Hayden Jones
rejected the first site as a nature trail was to be situated there. The second site, looking adjacent to the road
was quite rough at present. Mr G. Bott
would carry out a feasibility study of the various options considered and
report in due course. Sarah Poxon from
South Staffordshire Planning Department stated that there was a strong argument
against building due to the Green Belt.
Members queried why the school buildings should not be used for the
youth of the area.
It was resolved that the Clerk
ask Mr Bott to include the possible use of local schools in his feasibility
study.
72* / 151* Traffic
Management. Awaiting detailed drawings of the recommendation to construct two
‘build-outs’ in
Matter of report.
205*/250*
Matter of report.
217* Proposals for a
It was resolved to charge a rent of £1 per annum.
302* Chain of Office. Vaughton’s had
quoted for a display case approximately 14” x 18” in size with the chain
secured on a velvet backing at a cost of £175 excluding carriage (in the region
of £40) and VAT. Images of proposed cases were tabled at the meeting.
It was resolved to accept the quote but the Clerk to request a quote for a smaller case, as the badge would not be displayed. Mr F. Barrett indicated that he would deliver and collect the case to save costs.
307*
It was resolved to remove the item from the agenda in view of the comments from British Waterways.
324* Portable Flashing
Speed Warning Signs. Clerk to write to Staffordshire County Council with
the recommendations approved 30 October.
Matter of report.
377* Affordable Housing. Awaiting
a reply from Ms U. Bennion to this Council’s query as to a definitive
definition of ‘Local Connection’ in the light of Ms Rowley’s email. Email
received from Mr J. Lancaster confirming the Housing Needs Survey report would
be available by 10 November. Second email received from Mr A. Williams
continuing to raise his concerns with regard to the
It
was resolved that Mr Lancaster be asked to present the report to the Full
Council at 6.30pm on 27 November, prior to the next meeting.
408* Croft House, Coven. The report received from Cllr Hampson on 30 October
confirmed the Principal Enforcement Officer at South Staffordshire Council did
not believe there was a need to take action at this stage. Cllr Hampson agreed to
continue to pursue this matter.
It was resolved that the Clerk write a strong letter to South Staffordshire Council Enforcement Officer asking on what basis they had decided to take no action as Croft House was a Grade 2 listed building and was being allowed to deteriorate.
58. The Bront. Clerk to seek
quotes for the required tree works and path; support of Coven residents to be
sought to form a community support group for the Bront; suitable grant
opportunities and support from other organisations to be sought for
implementing the Woodland Management Plan including display boards. Meeting
scheduled with Mr Howard Medlicott to discuss the opportunities for The Friends
of The Bront on 28th November at 10.00am in the Council Office.
Coven Members had been notified.
Matter of report.
61. BT Review of Red Phone Boxes. Awaiting a reply from BT following their Red Phone Box consultation. Matter of report.
63. Bench,
Matter of report.
74. Reduction of Green Bus
Service. Letters sent to Mr D. Kidney MP, Sir P. Cormack MP, the Department
of Rural Affairs and the Department of Transport stating that the responses
received to date had been unsatisfactory and the Environment Agency to also be
appraised of the matter. Letters also written to Blymhill and Weston Under
Lizard Parish Council and Lapley, Stretton and Wheaton Aston Parish Council
seeking their support to make a joint effort to resolve the matter.
Matter of report.
101. Staffing Committee. Clerk to carry out the recommendations approved at the meeting held 30 October.
Matter of report.
102. Access to Council
Offices, Hand Rail. South Staffordshire Council had confirmed that
planning approval was not required but had advised that the Conservation
Officer had requested the handrail be powder-coated green rather than black.
Following a call to Dr Paul Collins, South Staffordshire Council he had
subsequently approved black, having recommended green in the knowledge that the
outside door and window-ledges were green.
It was resolved that the handrail be black. Clerk to advise South Staffs Planning and a copy of the letter to be sent to Dr Collins.
114. Locality 2 Forum Meeting. The meeting was well attended by this
Council and provided an interesting opportunity for South Staffordshire Council
and Staffordshire County Council to communicate on matters of transport, social
care and the Locality Projects.
It was resolved that the Clerk write to David Heywood thanking him for organising the event.
190. Street Light,
Junction of
It was resolved that the Clerk query the suggestion of a baffle with Mr Beavis, copying the correspondence to Sir Patrick Cormack and Cllr R. Roberts.
191. SPCA Area
Committee Meeting. Email received from V. Evans, SPCA seeking the assistance of interested
Parish Councils to Chair and provide secretarial support for the proposed Area
Committee meeting. V. Evans had subsequently emailed advising that the only
other Parish Council who had raised any matters for the Area Committee to
discuss with Staffordshire County Council had now withdrawn their interest in
the meeting. As a result V. Evans now requested that this Council Chair the
meeting and provide secretarial support. She also advised that the Area
Committee meetings would be reviewed in the near future.
It was resolved that the Clerk write to V. Evans stating that the proposed meeting would be of no value as no other Council had raised any matters and all matters of concern to this Council were being dealt with.
192. Parish Guide. Proofs had
been checked and returned to the Publisher.
Guides should be available by the end of November.
Matter of report.
213. Licensing Fees. Mrs J.
Gibbins, Secretary of Coven Memorial Hall seeking the support of the Parish
Council to obtain a reduction in annual fees paid to South Staffordshire
Council in respect of licensing of premises for the sale of alcohol and
entertainment under the Licensing Act 2003. Email received from Cllr Hampson
forwarding the views of Mr D. Pattison, Head of Legal and Licensing Services,
South Staffordshire Council. Letter received from Mr R. Wellsbury, Treasurer of
Brewood Village Community Council with regard to this matter. Copies of all
correspondence circulated prior to the meeting. Deferred from the previous
meeting.
It
was resolved that the Clerk write to South Staffordshire Council, asking
whether they had any discretion to reduce the fees as the increase was
unacceptable, representing a tax on volunteers.
Copies to be sent to the Department of Culture, Media and Sport, Sir
Patrick Cormack M.P. and Mr David Kidney M.P. and a copy to DEFRA stating that
the matter did not support the regeneration of rural communities. Copies of all the letters to be forwarded to
Ms Russell of the Community Council of Staffordshire so that she could pursue
the matter on Council’s behalf.
207.
Matter
of report.
CORRESPONDENCE RECEIVED:
Letters, reports, and e-mails had
been received from:
242. Communities and Local Government with regard
to consultation ‘Communities in Control: Real People, Real Power: Codes of
Conduct for Local Authority Members and Employees.’ The consultation related in
one part to Parish Council’s and its employees and comprised of 25 pages
raising 22 questions against which replies are sought. Replies required by 24
December.
It
was resolved that the Clerk read the paper and reply as appropriate.
243. Letter received from Mr Ryan Price, Coven
Christmas Lights Committee inviting Members to attend the Christmas Lights Switch
On at Coven Shopping Parade, 23 November at 5pm. The lights would be switched
on by Don Goodman, ex pro footballer.
Matter
of report.
244. Mr J. Cook, Brewood Christmas Lights Committee
with regard to the road closure on 30 November from 10.00am until 7.00pm:
Brewood Market Place,
Matter
of report.
245. Copy correspondence from Mr S.
Larkins,
Matter
of report.
CORRESPONDENCE CIRCULATED:
Agenda and reports for the
meeting of South Staffordshire Council’s Audit Committee held on 4 November
2008.
Agenda and reports for the
meeting of South Staffordshire Council’s Regulatory Committee held on 4
November 2008.
Agenda and reports for the
meeting of South Staffordshire Council’s Partnership and Strategic Services
Scrutiny Panel held on 6 November 2008 and on 11 November 2008.
Agenda and reports for the
meeting of South Staffordshire Council’s Licensing Committee held on 11
November 2008.
Agenda and reports for the
meeting of South Staffordshire Council’s Executive meeting held on 11 November
2008.
Brewood Civic Society copy
correspondence to: South Staffordshire Council, planning dept with regard to
application 07/00455/REM fencing at the new development,
Local Council Review – Official
Journal of NALC
The Wildlife Trusts Staffordshire
Doxey Marshes Appeal.
Village News
Opportunities
Children with Leukaemia – raffle
tickets.
246. CHAIRMAN’S
REPORT:
The
Council received the report of the Chair, Dr R.C.H. Taylor who thanked Mrs D.
M. Holmes, Mr F. Barrett and Mr I. Westwood for representing the Council at the
Remembrance Sunday Services. Dr Taylor
reported that he had attended the recent Tennis Club AGM, the Locality Forum
which had been interesting, and the Parish Summit which had been of limited
benefit.
247. FINANCE
REPORT:
The Council
received the Finance Report from the Head of Finance, Mrs L.E. Jones and
resolved the following matters:
·
The
accounts for payment as at 13 November 2008 be approved.
·
The
NJC interim annual salary increment of 2.45% back dated to 1 April 2008 be
approved. SPCA advised that this was an interim agreement while a final
agreement was sought.
·
The
Council considered a request received from Dr T. Wynne-Jones, Secretary of the
BPSA for assistance from the Council for repairs to the approach drive from
It
was resolved that Council fund half the cost.
·
A
grant of £100 to The Royal British Legion, Brewood and District Branch, towards
the six Remembrance Day wreaths be approved.
·
The
Council considered a request from the Open Spaces Society to make a grant
towards their appeal for funds to support legal action.
It was resolved that no further action be taken as Council already paid an annual subscription fee.
Also see Clerk’s report item 247.
SPCA had advised that the S137 limit for 2009/2010 would be
£6.15 per elector in the Parish (number of electors as at 1 December 2008 to be
confirmed).
Mrs Jones reported that she and
Mrs J. Carr had met with the Clerk on 12 November to discuss the Clerk’s
recommendations with regard to the need to vire funds to alternative budget headings. Also at this meeting the Business Risk
Assessment and Risk Assessments Report were reviewed and the Heads of Finance
carried out the Internal Controls check list.
Virement recommendations and Risk Assessment reports to be circulated to
Members prior to the next meeting for Members Approval. Finally Mrs Jones thanked the Clerk for the
amount of work she had undertaken in preparation for the meeting.
248.
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.
Cllr A. Ball and Cllr I. Clay left the
meeting while planning matters were discussed.
Mr D. Evans left the meeting while application 08/01055FUL was discussed
and Dr R.C.H. Taylor left the meeting while applications 08/01010/FUL and
08/01011/LBC were discussed.
Staffordshire County Council, request for
scoping opinion in connection with proposals for a Thermal Processing facility
to treat asbestos waste at Unit 5 Sprint Industrial Estate, Four Ashes. Copy
circulated prior to the meeting. Comments were requested on the information
this Council considered should be included in the Environmental Statement. The
Council was asked to treat this as a matter of some urgency. An initial reply
had been sent explaining that Council would meet on 13 November after which the
Clerk would reply. This matter could not be deferred to a following meeting.
It was resolved
that the Clerk reply expanding on the Councils concerns with regard to the
impact of Transport, the environmental implications of any heat treatment
process and querying as to who had responsibility for assessing the cumulative
effect of this and other planning applications in the area.
Communities and Local Government with regard
to the appeal concerning the application for outline planning permission for a
bus and rail-based park and ride, the development of up to 1,000 dwellings and
supporting services at Cat and Kittens Lane, Featherstone. The Secretary of
State dismissed the appeal and refused outline planning permission
(05/00677/OUT, 06/00048/OUT and 07/00244/OUT).
Matter of report.
Communities and Local Government with regard
to the appeal concerning the application for outline planning permission for
residential development of up to 360 dwellings and associated facilities at Cat
and
Matter of report.
Copy correspondence received from Mrs J.
Morrice,
It
was resolved that the Clerk reply thanking Mrs Morrice for the information.
Letter received
from F. Moore with regard to the planning application at
It
was resolved the Clerk reply thanking him for his comments which had been noted
by Council.
249. PLAYING FIELDS REPORTS:
Council received the reports of:
Bishops Wood Playing Field and
Brewood Playing Field - Mr M.
Webb reported that some equipment needed wood staining.
Coven Playing Field - Mrs J. Carr
and Mrs A.Y. Millward reported that all matters previously reported had been or
were being dealt with.
250. CLERKS REPORT:
The
Council received the written report of the Clerk and resolved:
· that the Clerk advertise the vacancy for Assistant Clerk and agree a leaving date with Mrs D.Poole.
·
the Clerk pursue the youth liaison opportunities
with J. Porter.
·
a youth consultation with regard to play equipment
be pursued further.
·
a PAT test at a cost of £4 per item be approved.
·
the boiler be serviced at a cost of £50-£60.
·
work to remove branches affecting BT lines in the
tree to the side of the Council Office be approved at a cost of £40.
Freedom of Information.
Council had been advised that a new FOI Publication Scheme must be adopted,
unchanged, by 1 January 2009. The model scheme was circulated prior to the
meeting for Members to approve,
with the supporting guide to information available according to the defined
classes and the recommended schedule of fees to be charged, also for approval.
In support of this also circulated was a draft policy/procedure for handling
requests, for approval.
It was resolved
that Council adopt the FOI Publication Scheme and approve the guide to
information available and the policy/procedure for handling requests.
Parish Newsletter.
Members to inform the Clerk of any matters to be included in the newsletter to
be produced November/December. Closing date 21 November.
ANY OTHER MATTERS OF REPORT:
None
had been received.
There
being no other business the meeting closed at 9.35pm.
Clerk’s Report for the
Meeting of the Council Held 13 November 2008
288** Coven Changing Rooms The Minor Works Contract and
supporting documents has been signed by the Head of Finance, Mrs L.E. Jones and
the Clerk on behalf of the Council. The contractors started on site on 10
November and have already made good progress digging out the footings although
these are now filling with water suggesting the ground may have poor drainage
below the surface. The project review scheduled for 12 November was cancelled -
further monthly project reviews have been scheduled.
217* Proposals for a Bowling Green Mr P. Mullard will confirm the
names of the Trustees once the club have a greater understanding of the nature
of the lease – I have recommended that relevant pages of the BPSA lease be made
available for their information. With regard to rent, as with the BPSA, this
needs to be a peppercorn rent otherwise it will be a vat rated supply.
Members’ views.
58. The Bront The meeting of Coven Members with Mr H.
Medlicott has now been moved to Friday 28 November at 10.00am in the Council
office at Mr Medlicott’s request. Discussions are continuing with
representatives of
Coven Heath, Soil
Tipping. Further
to Mr F. Barrett’s concerns raised at the previous meeting, Cllr M. Hampson and
Cllr R. Roberts have both emailed forwarding confirmation that South
Staffordshire Council have visited the site and as a result the land owner was
expected to submit a retrospective application on 10 November to import soil to
raise the levels of the land. The invert waste to the site is coming from a new
build site on Four Ashes owned by CC Construction.
247. FINANCE REPORT
BPSA – assuming the
Budget Meeting As agreed a meeting was held on
12 November to review the recommendations to vire certain funds to alternative
budget headings with the Heads of Finance, Mrs J. Carr and Mrs L.E. Jones. The
recommendations will be circulated prior to the next Council meeting for
approval. If these recommendations are approved this will leave minimal contingency
funds although if necessary unspent funds can be recovered from elsewhere. Matter of report.
Risk Assessments I have produced a business risk
assessment which also takes into consideration other procedures the Council
already undertakes. The Risk Assessment report summarises the outcome of this
assessment. Both documents have been reviewed, as agreed, by the Heads of
Finance Mrs J. Carr and Mrs L.E. Jones at a meeting held 12 November and will
be circulated to Members for Council to approve at the meeting to be held on 27
November. These papers with other evidence supporting the risk assessments will
be filed and used as the basis of future annual risk assessments. Matter of report.
248. PLANNING
Shop Lane, Brewood.
Letter received
from F. Moore,
Tree Works Notification received with regard
to the consultation to carry out tree works in the Conservation Area – Mrs E.J.
Marshall of Locksmiths Cottage, 25a
Staffing Sadly I have to notify Council
that Mrs Debbie Poole has decided to give notice of her intention to leave the
Council for personal reasons. With Council’s approval we need to agree a
leaving date and arrangements for advertising the vacancy.
Youth Volunteer Further to the email received
from Mr Jamie Porter offering to be involved with the Council on a voluntary
basis I have spoken to South Staffordshire Council’s Rachel Taylor (Youth
Champions) and Staffordshire County Council Youth Worker Julie Jones with
regard to the possibility of setting up a Youth Council and an opportunity for
the Parish Council to consult with the youth of the Parish. Ms Jones believes
Jamie could be involved with the Youth Forum that meets at the Youth Club and
then feed into the Youth Council that meet at South Staffordshire Council.
Whilst this will be of interest and supports partnership working I believe it
may be of limited direct benefit to the Parish and the Council. Ms Jones was
supportive of the idea that Jamie could liaise between the Parish Council and
the Youth Club in identifying requirements for the local play areas for 9 yr
olds and over. Recommendation: the Clerk
discuss the opportunity of liaising between the Youth Club and the Parish
Council with Jamie and supply contact details for Jamie to contact Ms Jones
with regard to the wider opportunity.
Jamie Porter has also emailed with regard to
an idea he has been discussing with others in the parish to hold a Brewood
marathon / fun run. The Council could assist in such a venture providing advice
and guidance, publicity and even identify funding opportunities if required. Members’ views.
Playbuilder Scheme As referenced on previous
occasions funding of £1.2M is available for the development of 25 play-areas
for 8 to 14 year olds from the Staffordshire County Council (Playbuilder
Scheme) with applications required in March 2009 (expressions of interest in
November 2008) and 2010. I believe Essington and Wheaton Aston Parish Councils
(amongst many others) will be applying for new play-area projects which are
more likely to be successful than any submission we might make to add to
existing play areas. Recommendation: the
Clerk work with Jamie Porter (with his approval) to consult with the youth club
to ascertain new equipment which could be considered for play-areas in the
Parish. This will then enable us to respond to future funding opportunities or
seek new funding. It would be worth making submitting an expression of interest
for the Playbuilder Scheme to ensure the County Council appreciate the level of
demand.
Christmas Lights I will be writing to the
Christmas Lights Committees seeking their confirmation in writing that they
have satisfied the installation criteria – PAT tested equipment, stress tested
fittings, notification of unmetered supply and licenses for a) lights along or
over the highway (Area Highways) and b) erection of lights on street lighting
columns. I have previously provided Coven Lights Committee with samples of the
papers to be provided and all committees have been copied on all correspondence
received from Staffordshire County Council, ABB and e-on. I have also discussed
the requirement with Cllr M. Hampson with regard to Brewood Christmas Lights. Matter of report.
Office – Arrangements for Portable Appliance Testing of relevant
office equipment has been made for 14 November at a cost of £4 per item, there
are less than 20 items. Although HSE do not specify the frequency that PAT
testing is required guidance is available and this has been included in the
risk assessment file. Arrangements have also been made for the boiler to be
serviced on 19 November at a cost of £50 to £60.
External Audit
Council’s are required to publish the
outcome of their Annual Return by 31 October. Unfortunately we have not yet
received the completed Return back from the External Auditor. I queried this on
24 October when it was ‘hoped they would clear their backlog before the end of
October’ and again on 10 November when I was informed that it had been returned
to the Audit Commission that day and would be sent out this week. As soon as we
receive the Return I will publish it as required. Matter of report.
Interparish Games
For information and future reference, the
Parish representative and anyone who organises any of the events are offered
free tickets for the presentation evening although the competitors have to buy
their own. Matter of report.