Approved Minutes of Full Council Meeting Tuesday May 7^th 2024, at 7.15 at Shenstone Library

1. Register of members in attendance

Cllr David Salter -Chair (Shenstone Woodend), Cllrs Stuart Jones, Lesley Edgely, David Thompson (Shenstone), Christopher Callow, Ruth Graham, Dino D’Ambrosio, Emma Scothern, Gail Nicholls, Mick Cox, Simon Fisher (Little Aston and Stonnall)

County Councillor David Smith,

Shirley O’Mara (Clerk) Pam Salter (Minute Clerk)

Eleven members of the public

2 Acceptance of apologies.

Cllrs Phil Whitehouse, Stuart Harrison

3 Public Participation.

Members of the public are invited to address Council for a maximum of 15 minutes.

A spokesperson for 9 Shenstone residents present, explained that all were attending to gain clarification regarding issues with Shenstone Playing Fields Management Committee (SPFMC) and the Country Club. They expressed concerns about rumours that the Country Club is going to close and about the SPFMC Committee itself. They feel that residents of Shenstone should be consulted on any proposals affecting the Country Club.

Cllr Salter referred this to Cllr Thompson, as one of two representatives for the Parish Council (PC) on the Playing Fields committee. He explained that the subject would be discussed in detail later as a confidential item with no public allowed to be present as the subject is legally sensitive.

Cllr Thompson said that the PC understood the importance of the Country Club and were concerned regarding the present relationship. He confirmed that at least 8 weeks ago the PC asked to meet with SPFMC, and they have now agreed. The PC had that day received a letter asking for the same. He reassured the residents that the PC listens to all sides, siting the issue with UAV and protesters at Malkins Coppice as an example.

Cllr Jones wants to see all parties including the tennis club, the dog walkers, the Country Club, the footballers and the Village Hall, working together and thriving and confirmed that the PC have resident’s best interests at heart.

Cllr Salter explained that in the role of Custodian Trustee, the PC have no Managerial rights but must ensure that everything is legal and that is what the PC are currently trying to achieve.

Other queries included from the residents:

• the appointment of the SPFC and the legitimacy of the Chair’s Role

• concerns that the Committee are not looking after the grounds with litter, broken glass, and other debris not cleared away.

• ‘Dogs must be on leads’ signs appearing all round the park.

Cllr Salter explained that due to the receipt of a confidential document, agenda item 14, which includes discussion about the SPFMC concerns, would need to be held in confidence under section 12A of the Local Government Act 1972 which excludes public and press.

Cllr Scothern read from the recent SPFMC Annual Report to Council which listed many positive improvements and achievements made.

In summary, the residents want the Playing Fields Committee to be accountable to residents of Shenstone.

In drawing this discussion to a close Cllr Salter thanked the residents for their attendance and input and praised the main spokesperson for their clarity.

Cllr Salter then invited the two representatives from SCAR to address the meeting.

They confirmed that the speed signs report has been finalised. The report was handed to the Clerk. The report is related to Item 16, for inclusion in the next Parish newsletter. Link to report

The Chair closed the public participation item, and 9 residents left the meeting.

4 Election of Chair and Vice Chair.

To receive nominations for the roles of Chair and Vice Chair and to elect to these positions.

Cllr Edgley nominated Cllr Salter as Chair for 2024/25. Cllr D’Ambrosio nominated himself as Chair for 2024/25 following a previously received email nomination from Cllr Whitehouse.

A vote was held and counted by the Clerk and witnessed by Mr Adrian Walters (Member of the Public). The result was six votes to five in favour of Cllr Salter.

Resolution: Cllr Salter was elected as Chair of Shenstone Parish Council for the coming year.

Cllr Salter then nominated Cllr Edgely as Vice Chair. Cllr D’Ambrosio nominated himself as Vice-Chair.

A vote was held and counted by the Clerk and witnessed by Mr Adrian Walters. The result was six votes to five in favour of Cllr Edgley.

Resolution: Cllr Edgley was elected as Vice Chair of Shenstone Parish Council for the coming year.

5 Declarations of interest. Members should consider whether they should partake in any discussion or vote on matters on the agenda unless they have a dispensation:

None declared.

6 To accept and confirm minutes of the last Full Council meeting on Tuesday 9^th April 2024.

Minutes duly approved and signed.

The Chair then brought forward Items 12 and 14 as County Cllr Smith and Cllr Thompson would need to leave the meeting for prior engagements.

7 Clerk’s update on outstanding issues from last meeting:

Outstanding Community Grants. Three grants remain unpaid pending submission of required paperwork: Little Aston Village Hall, Friends of Shenstone Station & Trinity Methodist Hall. 

Meeting with St Peter’s PTA representatives with the Clerk: scheduled for Thursday 9th May to discuss potential future grant applications. 

Footherley bluebell woods: A supervised meeting with the gamekeeper approved for the 18th and 19th May. Poster prepared to advertise and already on social media.

8 To elect members to the following committees:

The following Members were duly elected.

Neighbourhood Planning and Property: Cllrs David Thompson, David Salter, Gail Nicholls, Stuart Jones, Simon Fisher

Finance Legal Health and Safety: Cllrs David Thompson, David Salter, Gail Nicholls, Lesley Edgley, Stuart Jones, Simon Fisher, Phil Whitehouse

Employment Committee: David Salter, Gail Nicholls, Stuart Jones

9 To elect members as representatives on Outside Bodies

The following Members were duly elected.

Shenstone Village Hall: Cllr Emma Scothern

Shenstone playing Fields: Cllrs David Thompson, Stuart Jones

Lammas Land: Cllrs Stuart Jones, Simon Fisher

Richard Cooper Room: Cllr David Salter

Stonnall Village Hall: Gail Nicholls

Stonnall CC: Cllrs Mick Cox, Phil Whitehouse. Cllr Cox will advise the Clerk if this membership is still a requirement of the Community Centres constitution.

Stonnall Playing Field: Gail Nicholls

LARGA: Charles Fordham, Cllr Simon Fisher

Little Aston Village Hall: Cllrs David Salter, Ruth Graham

SPCA: Cllr David Thompson

Quarry Group: Cllrs Phil Whitehouse, Gail Nicholls

Traffic Partnership: Cllrs David Salter, Gail Nicholls

10 Chairs Honorarium

Councillors agree on the continuing allowance for the Chair of the Parish Council in order to undertake official business.

Resolution: Allowance approved.

As the allowance has been held at £1,250 for several years an increase of £250.00 to £1,500 was proposed.

Resolution: Increase to £1,500 approved.

Cllr Salter suggested consideration of an honorarium to be paid to Chairs of Committees.

Resolution: Agreement in principle. Clerk to research and add to next Agenda.

11 Casual vacancies

Two vacant positions to be advertised. Recruitment process and timescales to be decided.

12 To receive reports from District and County Councillors.

County Cllr Smith announced that his County Council Community Fund was live again and available for organisations to apply on the Staffordshire County website.

The County Council have objected, on Highways grounds, to the Barracks Lane application which is on the edge of Stonnall ward. Recommended refusal on the grounds of insufficient evidence provided.

Cllr Smith has a ‘new pothole priority fund’ available for new potholes. He is restricting this to only funding new potholes not those already in process. Cllrs Nicholls, Edgely and D’Ambrosia asked for the potholes at the bottom of St John’s Hill and Lynn Lane be considered as a priority as they are very dangerous. Cllr Smith asked to be kept informed of new potholes appearing.

He then excused himself and left the meeting.

13 Finance

Current Financial position and transactions for approval as of 7^th May 2024. Link to financial transactions spreadsheet

Nat West current account: £905.00

Nat West Business Account: £24,325.64

Nat West Liquidity Account ring fenced funds for ear marked projects: £111,085.10.

Unity account: £177,209.19

Clerk update on move to Scribe Accounts: The Clerk had circulated full details to all members prior to this meeting. She asked whether all members had read the email and whether there were any questions. Cllr Edgley asked how the system was working. The Clerk explained that Scribe are completing the last three years accounts, and she will take over from April 2024 once she gets the green light.

Cllr Salter requested that it be recorded that: “The reasoning and background which led to the Council needing the software and external support is in no way the fault of, or a reflection on, the ability of the Clerk” …all members were in full agreement.

Recommendations from Finance Committee:

Set date for meeting to discuss Grant Policy review: Clerk to check availability of Members.

CIL grant funding. Review and allocate ring fenced funds. Clerk to check availability of Members.

St John’s cemetery increase in fees. Having reviewed the increases a vote was taken. Resolution: Unanimously approved.

Renewal of telephone system in Parish Office. Two providers were voted on. The BT quotation was recommended Resolution: Unanimous decision – BT.

Next meeting of Finance, Legal, Health and Safety Committee: Resolution: TBC Clerk to check availability of Members.

14 Planning

Planning applications for May Council approval. Link to planning applications spreadsheet

24/00430 Lodge Farm

24/00452 Tesco Express Shenstone

No comment from Council.

Shenstone Playing Fields

Held in camera. Remaining members of the public (SCAR members) left the meeting. The Chair read the statutory notice which must legally be read out before a Confidential item can be discussed.

Cllrs Salter asked for verification that all members had read the letter which had been received that day from the Shenstone Playing Fields Management Committee (SPFMC).

Cllrs Salter and Thompson briefed Council on meetings, communications and developments over the last month.

After a long discussion it was agreed that Council would like to move forward as quickly as possible with a meeting.

Resolution: Clerk to contact Chair of SPFMC to arrange suitable date for a meeting with Members of Council.

The agenda returned to open discussion format.

Staffordshire Ecological Record Manager. Quote for £500.00 for the production of wildlife maps for all 3 Wards. Resolution: Vote unanimously approved

The Chair announced the return to the Agenda with Item 7

15 Neighbourhood plan reviews: updates and next steps

Shenstone: The Clerk confirmed everything is currently with Navigus preparing for the next stage of the draft.

Stonnall: a meeting is scheduled for next Wednesday 15th May 2024

Little Aston: Not directly related to the Neighbourhood Plan reviews but a public meeting hosted by Lonestar Property Developers will be held at the Village Hall next Monday 13^th May.

16 Traffic meeting.

Cllr Salter asked for a vote on a demonstration of the effectiveness of village CCTV cameras Resolution: eight people voted in favour of a demonstration. Cllr Salter to arrange

17 Next newsletter

Preparation of a newsletter was proposed for mid-July to cover a range of summer events. Resolution: Unanimous vote for a mid-July newsletter

18 There being no further business the meeting was declared closed at 9.18 pm

Next meeting of Full Council June 11th at Little Aston Village Hall 7.15pm.