BREWOOD AND COVEN PARISH COUNCIL
WITH
BISHOP’S WOOD AND COVEN HEATH
MINUTES FOR THE MEETING OF THE COUNCIL TO BE HELD IN THE
COUNCIL OFFICES,
PRESENT:
Ms M.
Alden-Court, Cllr A. Ball, Mrs J. Carr, Cllr I. Clay, 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:
Mr F.
Barrett (funeral), Mr D. Evans (prior commitment), Cllr M. Hampson (no reason
given), Cllr R. Roberts (no reason given).
The
Chairman, Dr R.C.H Taylor declared the meeting open and welcomed members of the
public and the previous Clerk, Diane Drury, who had agreed to be Acting Clerk
in the absence of the present Clerk, Sue Groom.
MINUTES:
The
minutes of the meeting of the Council held 9 April were approved as being an
accurate record and duly signed, subject to the following amendment: item 356
Mrs D.M. Holmes’ report referred to Mr B. Wilding and not Mr S. Dores.
The
minutes of the meeting of the Staffing
Committee held on the 27th
April were approved as being an accurate record and duly signed, subject to it
being noted that Mrs D. M. Holmes, ex officio member, was also present.
DECLARATIONS
OF INTEREST:
Mr M.
Webb registered his interest in planning application 09/00255/FUL.
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 is not
considered that the resolutions to be moved herein will have any adverse impact
for the purposes of the Crime and Disorder Act.
435. 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
Richard Dakin of 2 Deansfield Close reported that item 63 on the agenda
referred to a bench to be sited in Deansfield Road, whereas the base had been
laid in Deansfield Close. The Chairman
confirmed that this was an error and that he was correct in his assumption that
the seat was to be located in Deansfield Close.
Mr Dakin then expressed his concern that the location was hazardous
given the speed of traffic as it negotiated the bend and the fact that the bench
would encourage children to congregate in the area. He asked the Council to look at the
provision of a litter bin and also reported that the bus shelter was being used
as a urinal and as a consequence was sometimes foul smelling.
It was resolved that:
a request be made to
the Council’s Handyman be asked to disinfect
the bus shelter on a regular basis;
the matter be brought to the attention of
the PCSO.
Mr
Richard Dakin expressed his concern that parking in
It
was resolved that:
the matter be brought to the attention of
the Traffic Warden;
that, in accordance with the report of Mrs
D. M. Holmes, a letter be sent to County Highways requesting that the provision
of bollards outside The Spar Shop be further investigated and that the
possibility of locking bollards be considered.
436. POLICE REPORT
The Council received the police report and noted the
contents therein.
MATTERS ARISING:
288** Coven Changing Rooms.
Mrs L. E. Jones reported on the
Site Meeting with Mr Leon Beards, Project Manager and Mr Edwards, Builder. It was hoped that the building works would be
completed two weeks earlier than scheduled and would be on budget. The Council would need to look at the
necessary signage and make arrangements for the opening ceremony. A further meeting was scheduled with the
Project Manager and Builder for the 14th May and it was anticipated
that the formal handover would be 1st June. A Caretaker would need to be appointed and
notice of the vacancy would need to be posted on local notice-boards and in the
Post Office and Village Hall. The
Changing Rooms Committee would need to consider hiring fees, and booking terms
and conditions.
347** Buildings
– Scout Hut and Youth Club Provision.
A letter had been received from
Mr Bott confirming that the business case needed to be submitted by the end of
June 2009 – reports of the Steering Group meeting of 12 December and 15 January
were enclosed and were tabled at the meeting. An e-mail had also been received
from Cllr Hampson summarising progress to date as at 7 April.
It
was resolved that the Council would be the Commissioning Body with regard to
the Feasibility Study and Business Plan but Cllr M. Hampson and Mr M. Webb
would be asked to set up a Community Group to take over responsibility for the
Project and to also be proactive in increasing the membership of the
Group. It was noted that Mrs S. Lamb had
volunteered her services for fundraising for the youth and it was suggested
that she should be approached with a view to her being asked to join the
Group.
72* / 151* Traffic
Management. It was noted that a reply was awaited from Mr T. Sherwood, The Admiral
Rodney. Area Highways were to action other matters raised by the Traffic
Management Committee. Area Highways had previously confirmed that an order for
the work would be issued as soon as possible with a view to having the bollard
in place for April/May.
Mrs Jeffries
reported that the Bishops Wood to
It was resolved that a letter be sent to the Divisional Highways
Manager to this effect.
205*/250*
It was resolved that a reply be sent querying whether the eight garages at the top of Coneybere Gardens had been included in the equation when determining the level of the Association’s responsibility for the road surface and also whether the Association’s Public Liability insurance covered for any personal injury or damage to vehicles caused by any defects in the road surface.
217* Proposals for a
Matter of report.
377* Affordable
Housing. Buildings Committee to review the noted options for possible
development.
Matter of report.
408* Croft House, Coven. Members’ referred to the Clerk’s report.
Matter of report.
58. The Bront. Clerk to also
seek the support of Coven residents to form a community support group for the
Bront; suitable grant opportunities and support from other organisations for
implementing the Woodland Management Plan including display boards. Members’
referred to the Clerk’s report. The
matter of the installation of a litter bin at the children’s play area was again
raised and it was noted that South Staffordshire Council had agreed to supply a
bin provided the Council would take responsibility for emptying it. The Acting Clerk reported that this had been
agreed in the past and that the Handyman had agreed to carry out this
duty.
It was resolved that the Acting Clerk write to Andy Cousins, South Staffordshire Council’s Grounds Maintenance Services, thanking him for his advice and assistance in planting the wildflower plugs. It was further resolved that the provision of a litter bin at the play area be pursued and that a request be made for a second bin to be sited at the entrance.
61. BT Review of Red Phone Boxes. Awaiting a
reply from BT following their Red Phone Box consultation. It was reported that the phone box was still
out of order and it needed to be established whether the repairs were to be
carried out or whether the box was to be adopted. It was noted that reception in the area was
very poor and there was a case for the box to be retained.
Matter of report.
63. Bench,
Matter of report.
74. Reduction of Green Bus Service. This matter
was to be referred to the next meeting of the Locality Forum.
It was
resolved that the matter remain on the Agenda but to be titled “The Green Bus
Service.”
213. Licensing Fees. Reply received
from Mr R. Cannon, Department for Culture, Media and Sport in reply to this
Council’s letter to Mr G. Sutcliffe MP. Copy correspondence also received from
Mr G. Sutcliffe MP to Sir Patrick Cormack MP. Copies of both letters had been
circulated. Members’ views were noted,
i.e. that the fee was a tax on volunteers and that the
District Council should
have powers of redemption.
Matter of report.
265. Street Light,
Matter of report.
279. Notice-board,
Jubilee Hall. Mrs D. M. Holmes to progress the purchase of the wood and the production
of the noticeboard.
Matter of report.
296. Locality Member
Forums. Letter received from Mr D. Heywood, South Staffordshire Council with
regard to the Locality 2 meeting to be held at Bishops Wood Village Hall at
6.15pm (buffet available from 5.45pm). Agenda enclosed. Places have already
been booked for Mr D. Evans,
Mrs J.C. Jeffries, Mrs L. E. Jones, Mr G. Martin, Dr R.C.H. Taylor, Mr I.
Westwood and the Clerk.
The Chairman reported that the meeting had been
excellent and should be given greater publicity.
Matter of report.
281. Sandstone Bollard,
Matter of report.
306. Lion Public House, Brewood. Awaiting the report of Mr
D. Burton-Pye, Conservation Officer, South Staffordshire Council. Letter sent
to Punch Taverns asking what their intentions were concerning the property.
It was resolved
that the matter be left in abeyance for a month and then pursued again.
319. Road Surface,
Matter of report.
342. SPCA - Area Committee Meetings. Reply received from Ms V. Evans, Staffordshire Parish Councils’
Association confirming she would make
contact in due course with regard
to the Council hosting an Area Committee Meeting. Ms Evans also enquired about
the availability of rooms of a larger capacity which could host this year’s
Clerk’s Day to be held on 24 September. She advised that the Association would
pay for the lunches.
It was resolved that this Council would
offer to host the meeting.
356.
Matter of report.
361/362. Preferred Spatial Strategy Consultation. Letter received from Paul Collins, South
Staffordshire Council acknowledging receipt of this Councils representation
regarding the Core Strategy Preferred Spatial Strategy document.
Matter of report.
401. Planning Application 08/00815 No
Matter of report.
403. Allotments,
It was resolved that the matter be deferred
to the next meeting to enable the local member to be present.
405. Youth Forum, Brewood. Letter sent to Brewood Youth Forum
confirming that several Members would like to attend a meeting and requesting
they provide tentative dates for Members to consider.
Matter of report.
412. Laurels, The Bront. Letters to be sent to local residents
advising them that the Council was considering reducing the height of the
laurels to 5 to 6 feet in height and seeking their views – this had been
delayed awaiting an explanation from Treeshape as to why their quote
recommended reduction to 4 to 5 feet. One quote had been received so far and a
further quote was awaited. Emails received from Mr Watson and Mr Brown, both of
Matter of report.
423. Methodist Hall,
It was resolved that the meeting be set up for Thursday 7. Mr M. Webb tendered his apology for the meeting.
427. Draft
Supplementary Planning Documents. Deferred from the previous meeting. South Staffordshire Council
with regard to their Draft Supplementary Planning Documents: Village Design
Guide and Green Belt and Open Countryside Policy Guidance. These documents had
been published for consultation for a six week period from 30 March to 11 May,
during which time representations could be made. One hard copy and a copy on CD
were available in the office, copies were also available at libraries
throughout the District and the documents could also be accessed via the
It was resolved that South Staffordshire
Council be advised that this Council had no adverse comments and that they be
congratulated on the quality of both documents.
CORRESPONDENCE RECEIVED:
Letters, reports, and e-mails had been
received from:
437.
Ms
Maggie Quinn, South Staffordshire Community Safety Partnership with regard to
Problem Solving in Local Areas – an evening of how local communities could be
involved in local change. The evening was aimed at anyone in Locality 2 and was
open to residents, parish councillors, district councillors, business owners
and young people who were interested in shaping the future of their local
areas. To be held on 5 May 7.00 to 9.00pm at Wheaton Aston Village Hall.
Members were invited to attend. The
Chairman asked that members made every effort to attend and reported that he
would be attending.
Matter of report.
438.
Mr
Richard Reeves, Amey Mouchel with regard to ‘a line of neglected hedge with
self-set ash and fallen lombardy poplar at Coven Heath. A copy had been circulated. The local member,
Mr F. Barrett, had set out his views in writing which have been noted in the
Acting Clerk’s report.
It was resolved that: the Clerk seek further
advice from Steve Dores, South Staffordshire Council and clarification of
necessary works from Mr Reeves. Once details of the necessary works had been
confirmed contractors’ quotes be sought. The Clerk to also reply acknowledging
Mr Reeves letter. It was further
resolved that any trees felled would be replaced and planted on the
439.
James Castree, Bishops Wood (no connection
with the Castree of Coven Landscapes) making a number of recommendations, with
other children in Bishops Wood, for new play equipment at the playing field in
Bishops Wood. One quote for equipment had already been received as a start
point for further discussion.
It was resolved: the Clerk reply thanking
him for the letter, confirming that funding was available for some new
equipment and the Council would appreciate their involvement in due course, as
and when requirements were considered.
440.
Mrs
T. Richards, South Staffordshire Council with regard to the Government proposal
to allow businesses to defer payment of 60% of the increase in their 2009/2010
business rate bills until 2010/2011 and 2011/2012. These changes had still to
be approved and bills should continue to be paid.
Matter of report.
441.
Equality
and Human Rights Commission with regard to the duty of the public sector to
meet the obligations under the current race, disability and gender quality
duties until such time as the Equality Bill to combine the three into one
equality duty. A copy of the covering
letter had been circulated and
the leaflet that had also been supplied
was tabled at the meeting.
It was resolved that: the Clerk review the
implications and report back to Council in due course.
442.
Cllr
R. Roberts forwarding an email with regard to the proposed development at
Brewood Library. A copy had been circulated.
Mr Webb was asked to report to colleagues that funding was available.
Matter of report.
443.
Information
had been received from the Commissioner’s Office enclosing a copy of a DVD
‘Tick Tock’ which provided clear and practical advice on the way in which all
public authorities were legally required to handle requests for information and
provided practical guidance on the ICO’s model publication scheme. Details were
also provided to find the latest ICO information. This Council adopted the new
model publication Scheme in December 2008.
Matter
of report.
444.
Staffordshire
County Council enclosing the Strategic Plan 2009-2012, setting out their vision
and priorities for the next three years. A copy was tabled at the meeting.
Further details were also available via www.staffordshire.gov.uk/yourcouncil/strategicplan/.
Matter of report.
445.
J.
Kelsall Builders Merchants with regard to the MD’s decision to run in the
London Marathon to raise funds for the three charities the Prostate Cancer
Charity, The Breast Cancer Research Foundation and the Parkinson’s Disease
Society.
It was resolved that: any Member wishing to
make a donation contact the Clerk for details.
CORRESPONDENCE CIRCULATED:
Agenda and reports for the
meeting of South Staffordshire Council’s Partnership and Strategic Services
Scrutiny Panel held on 28 April 2009.
Agenda and reports for the
meeting of South Staffordshire Council’s Regulatory Committee held on 21 April
2009.
Agenda and reports for the
meeting of South Staffordshire Council’s Audit Committee held on 21 April 2009.
Agenda and reports for the
meeting of South Staffordshire Council’s Health Scrutiny Panel held on 14 April
2009.
Local Council Risk System Software.
Safety Plan News, Spring Issue.
The Wildlife Trusts magazines and Raffle
Tickets.
Ricoh magazine, Spring Issue.
ROTO – Rotary Newsletter Spring
Issue.
446.
COUNTY COUNCIL REPORT:
County
Councillor R. Roberts O.B.E. had tendered his apology for the meeting and, therefore,
no report was received.
447.
CHAIRMAN’S REPORT:
The
Council received the report of the Chair, Dr R.C.H. Taylor. He recorded his sympathy with the Clerk, Sue
Groom and asked for the Council’s approval to send her a suitable get well soon
card and gift at his discretion.
He then
called upon the Chair of the Staffing Committee, Mrs J. Jeffries, to report on
the meeting of the Staffing Committee
and the emergency measures that had been
taken to effect cover for the Clerk. Mrs
Jeffries thanked the members for attending the meeting at such short notice and
thanked the Acting Clerk, Mrs Drury for her assistance which was greatly
appreciated.
It was resolved that: the Chair be authorised to take the actions
as reported and that the recommendations of the Staffing Committee as outlined
in the Minutes of the Meeting held on the 27 April be adopted. The Chair asked that the reference
appertaining to when the Vice Chairman took over the Chair should be altered to
“ if “.
448. FINANCE REPORT:
The
Council received the Finance Report from
the Head of Finance, Mrs L.E. Jones and
resolved the following matters:
·
that the Financial Summary for
the month of April be approved;
·
that the Budget and Project Lists
for Q4 2008/2009, as circulated, be approved;
·
that it be noted that the
employer’s pension contribution had increased to 13.8% from 12.7%, with effect
from 1 April 2009
·
that the request from the Open Spaces Society for a
grant towards their running costs be not approved
·
that it be noted that a request had
been received from
Letters
had been received from:
Allianz with regard to the Council’s
Insurance which was due for renewal before 1 June 2009 at a cost of £2,914.07.
Insurance cover for 2008/2009 was £2,853 after it had been increased for the
adjustment to the fidelity guarantee cover.
It
was resolved that : the Clerk review the policy and cover with the Head of
Finance, taking into account the risk assessments previously undertaken, new
assets (bus shelter and bench on Brewood Road, new bench scheduled for Deansfield
Close, basket ball post in Bishops Wood) and the proposal to display the old
chain of office in the Council Chamber. Consideration was also to be given to
reviewing the Fidelity Guarantee cover in view of the 2009/2010 budget.
Audit Commission providing notice of the
Annual Audit for the Year Ending 31 March 2009. It was noted that the Annual
Return was to be completed and returned by 17 August 2009. This required the
accounts to be available for inspection no later than 20 July. The letter noted
that external auditors were required to select a 5% sample of audits each year
for intermediate audit. This Council had been selected as part of 5% for the
2008/09 Audit.
It
was resolved that: the Clerk contact
the internal auditor Mrs J. Pegg to ascertain an appropriate date for the
internal audit noting the time-frame set by the external auditor and that the
Acting Clerk write and speak to the Audit Commission asking for the Audit to be
deferred and to seek de-selection from the 5% intermediate audit.
HMRC with regard to three invoices, two relating to
the building costs at Coven Changing Rooms and one to the Civic Service
catering costs. A questionnaire relating to ‘VAT claims in respect of
Recreation Grounds’ was also enclosed. The Clerk had replied to this returning
copies of the required invoices, answers to the questionnaire and a copy of a
letter submitted with a previous VAT claim summarising the basis of the
Council’s understanding to recover VAT up to 31 March 2009 for the construction
of Coven Changing Rooms. Members were reminded that the budget for the project
allowed for the risk that HMRC may refuse the claim.
It was noted from the Clerk’s Report that the
application had been successful and a refund of the VAT in the sum of £8091.49
had been approved.
Matter
of report.
449. PLANNING REPORT:
The Council
received the Planning Report from the Head of Planning, Mrs D.M. Holmes,
and made the planning recommendations as set out in the attached schedule. Cllr I. Clay left the meeting while planning
matters were discussed and Cllr A. Ball remained but did not comment or vote on
any matters
435. CLERKS REPORT:
The
Council received the written report of the Clerk and noted the information
contained therein.
436. DISTRICT COUNCIL REPORT:
The Council received the report of Cllr Ivor
Clay. It was noted that he had attended
the Regulatory Meeting held on the 21 April, when the application relating to the mobile home park
at Brinsford on the A449 had been deferred as the Inspector’s Decision had been
wrongly worded regarding the type of mobile home and the fact that some of the
conditions imposed by the Inspector at the Appeal were not carried out. On the 23 April he had attended an
Away Day for Board Members of South Staffordshire Housing Association and Central
& Borders Housing Group held at Somerford Hall.
The morning session had been very good with reports
given by Debbie Griffiths, Chief Executive, on the Draft Corporate Plan; Tony Price,
Executive Manager, on the Operational Plan, and information on the new “Traffic Light
System” to show progress of the Association.
The Association had been given a Green Light which was very good. Other officers gave information on their
roles within the Association.
In the afternoon session they had been lectured by Arvinda Gohil, Management
Consultant, on governance, equities, team building, coaching and
mentoring. He hadn’t rated this as
highly but the Housing Corporation deemed that these training sessions were
vital to Board Members’ training although they were very expensive. He felt that this money could be spent in a
far more rewarding manner for the tenants.
The District Council Annual Meeting was scheduled to
take place on 5 May and it was anticipated that Councillor Mrs Raven of Penkridge
would be elected Chairman.
ANY OTHER MATTERS OF REPORT:
437.
It
was resolved that:
Mrs D. M. Holmes be appointed as the Council’s representative on the BVCC and
the Clerk notify the BVCC to this effect.
438. Bishops
Wood Playing Field. Mr I. Westwood reported that the
basket ball net needed inspecting and would probably need replacing.
439. Public
Conveniences,
There being no other business the
Chairman declared the meeting closed at 9.20pm.
Clerk’s Report
for the Meeting of the Council Held 30 April 2009
347** Buildings – Scout Hut and Youth Club
Provision. Mrs Susan Lamb of
72*/151* Traffic
Management. Mark
Keeling had contacted the Council to confirm he had visited Bishops Wood and
Brewood to mark out the locations for two SIDs in Bishops Wood on
The local members had been consulted and had
recommended that the preferred
option should be at the Village Hall
facing Codsall. Accordingly Mark Keeling
had been e-mailed to this effect and had responded informing that he would
advise the dates of installation as soon as they were available. The SID units would be in situ for around 3
weeks and would then return at intervals throughout the year.
408* Croft House As previously reported the
Clerk had been investigating case histories relating to the Act referenced by Ms
Macdonald of South Staffordshire Council and withheld writing to her. The cases
referenced by the Planning Inspectorate had not provided any further
information to resolve this case. A letter had now been written to Ms Macdonald
and copied to Mr R. Levesley.
58. The Bront Woodland Management. Jon Washbourne of Treeshape had
confirmed that the ‘urgent tree works’ would be undertaken sometime between 28
April and 8 May, Treeshape would erect suitable signage and paperwork with
regard to the risk assessment and a method statement would be provided by the
end of April. She had asked for confirmation as to whether Treeshape would
erect notices warning of the forthcoming works beforehand – reply awaited. One
local resident who would be particularly affected had been notified of the work
planned. Members of the Friends of The Bront, had now planted 5 Birch trees
and, with the assistance of children from St Paul’s First School, approximately
1,800 wildflower plugs donated by South Staffordshire Housing Association.
Her thanks to Mrs J. Carr for organising
the ‘Friends’.
403. Allotments,
412. Laurels. Treeshape had advised that the laurels be
reduced to 4 to 5 feet on the basis that they ‘would look a lot neater, the
stubs and re-growth would be below eye level so it would appear more natural
and it would be easier to do the work
and maintain the laurels in the long term’. She had notified local residents to
this effect and that it was envisaged the work would be undertaken late May /
early June. A quote had been received from Treeshape and another was expected
from Coven Landscapes in the near future. Matter
of report.
438. Tree Felling on the A449 at Coven Heath.
As the local member had tendered his apologies he had sent a note to the
effect that he was saddened to hear of any mature tree being felled anywhere
and he was, therefore, disconcerted to learn of the proposals to fell mature
trees alongside the A449. He had
provided photographs of the trees in question and asked that, should they be
felled, replacements were planted in the
448. Coven Changing Rooms. Notice had been received from HM Revenue
& Customs that the application for a refund of the VAT in the sum of
£8091.49 had been approved. (Acting Clerk’s report).