Approved minutes of Finance, Legal, Health & Safety Committee on Tuesday 23rd January 2024 at 4.30 pm at Shenstone Community Library

1 Register of Members in attendance

Cllr Gail Nichols (Chair), Cllrs David Salter, David Thompson, Lesley Edgley, Stuart Jones. Shirley O’Mara (Clerk)

2 Acceptance of apologies.

None

3 Public Participation.

Members of the public are invited to address Council for a maximum of 15 minutes. None

4 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:

Cllrs Thompson, Jones & Nicholls declared nonpecuniary interests in grant applications as follows: Cllrs Thompson & Jones- Shenstone

Playing Fields, Cllr Jones Shenstone Community Library & Friends of Shenstone Tower & Cllr Nicholls Stonnall Playing Fields & Stonnall Village Hall.

5 To accept and confirm minutes of the last Full Council meeting on Tuesday

20th June 2023. Duly accepted & signed

6 Finance.

Current financial position as of 23rd January 2024.

Unity Bank £60,052.97. Nat West Bank Current Account £905.00. Nat West Business Reserve £54,078.70. Nat West Liquidity Account Ring Fenced Funds for earmarked projects £95,036.40.

Transactions for approval: all transactions shared.

7 Review of ring-fenced funds.

The Clerk reminded members that the ring-fenced funds are currently £25,000 each for professional fees, traffic calming & neighbourhood planning. The funds for neighbourhood planning will significantly reduce this year with payments to Navigus for the work on Shenstone & Little Aston Plan with the balance carried over to 2024/25 to pay any remaining invoices from those plans & the work on Stonnall plan.

ClIr Thompson also reminded all that the origin of the ring-fenced funds was to accommodate a new cemetery but that due to methods of increasing capacity in the existing cemetery to accommodate the next 10 years, Council then re-allotted the funds to the existing three projects.

RECOMMENDATION: Despite no longer requiring funding to this great extent it was agreed that a burial authority review should take place to look at capacity, fees, existing rules and to specifically define the un-consecrated area.

RECOMMENDATION: Although the £25,000 ring fenced for professional fees is no longer required for any litigation costs involved with the Lammas Land infringement case, there will still be costs involved with the Malkins Coppice lease and the establishment of management agreements with Council owned buildings/land which has been on the Council to do list for some years. So the recommendation is to hold funds for now.

RECOMMENDATION: The £25,000 for Neighbourhood Planning will be spent over the course of the next six months.

RECOMMENDATION: The £25,000 ringfenced for traffic calming is closely linked to the Neighbourhood Plan refreshes & will be allocated to projects identified in those.

RECOMMENDATION: The remaining £20,000 in the Nat West Liquidity Account to be held for St Johns Cemetery ongoing safety & restoration.

RECOMMENDATION: To avoid incurring bank charges & to maximise interest, it was agreed to leave the £1500 spent on legal fees to date re the Lammas Land in the ring-fenced funds rather than move the monies to the Unity Account to cover bills already paid.

8 Budget/ Forecast analysis: review layout of document

Cllr Thompson requested some changes to the layout of the Budget/Forecast document. After some discussion, members agreed that the Clerk should make some modifications which can be considered by Council.

9 Community Grant applications- review and recommendations.  All applications were reviewed & discussed with the following recommendations.

RECOMMENDATIONS:
Friends of Shenstone Station- noticeboard headers- £474.00 for headers with up to £1,000 in total paid to include vinyls on receipt of quotes.

Stonnall Painting Group- hire costs of £480.00. Application refused as Council cannot pay for hire fees.

Little Aston Community Association- replacement sign £90.00. Approved in full.

Stonnall Community Centre- grant to offset increase in hire costs, insurance & council tax-£1906.00. Approved in full.

Shenstone Playing Fields Management Committee- safety fencing £3,500.00 of a £7,000 project. The committee agreed to grant fund up to 50% of the total cost to a total of £3, 500.00 subject to planning permission being obtained & three quotes being provided.

1st Stonnall Scouts- first aid kits, safety whistles, torches, high vis vests- £1,000.

The committee agreed in principle but would like to see quotes & number of beneficiaries.

St. Peters School- trim trail & path refurbishment-£2722.00. Approved £1700 maximum for path only on receipt of quote.

Little Aston Tennis Club-Storage shed-£1000. Approved 66% of grant funding requested up to £1,000 on proof of cost.

Friends of Shenstone Tower-information boards-£1000.00. Approved grant funding in full as l/8th of total cost.

St Johns Church Hall- general building repairs- £1500.00. Cannot assist as the application is retrospective. Applicant encouraged to apply for funds to support an alternative project.

Little Aston Bowls Club-storage protection for electrics-£650.00. Approved in full.

Shenstone Seniors Brunch Club- kitchen equipment-£450.00. Approved in full.

Friday Friends-Transport Costs-£1,000. Approved in full.