Approved minutes of Full Council meeting Tuesday Feb 13^th 2024 at Shenstone Community Library.

159 Register of members in attendance

Cllrs Gail Nicholls, Phil Whitehouse, Ruth Graham, Mick Cox (Stonnall), Cllrs David Salter (Chair), Stuart Jones, Lesley Edgley ,Simon Fisher, David Thompson (Shenstone), Cllr Emma Scothern (Little Aston). County Cllr David Smith. Mr Adrian Walters, Chair of SCAR.

1 x Stonnall resident, 6 x Shenstone residents. Cllr Doug Pullen, Leader Lichfield District Council.

PCSO Passmore & Sgt.Gallagher- Lichfield Police.

Shirley O’Mara (Clerk).

160 Acceptance of apologies.

Cllr D’Ambrosio. Cllr Leung. Cllr Harrison, Cllr Callow.

161 Public Participation.

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

Mr Adrian Walters, Chair of SCAR briefed Council as follows:

• Meeting with Walsall Council Thursday 22^nd Feb following presentation of over 1700 signature petition re Chester Rd/Lazy Hill traffic concerns.

• Working with the Stonnall working group on the neighbourhood plan refreshes

• Would like the group to work closely together with Council & share knowledge.

Cllr Salter thanked Mr Walters and echoed the sentiment of close & collaborative working.

A number of residents were in attendance from Lincoln Croft, Shenstone with Mr Sean Vickery addressing Council regarding the Shenstone Playing Field Management Committees (SPFMC) Playground Development proposal. Mr Vickery refreshed members knowledge of the consultation held four months ago & the lack of information since, despite residents’ requests to know what has happened since. He also reiterated the concerns of residents in only being presented with one option and the possible associated negative impacts of this including noise, anti-social behaviour, lack of security and lighting.

Cllr Salter stated that the Parish Council are only custodian trustees of the Playing Field with no managerial rights or decision-making powers. At this point, item 167 was brought forward to allow Cllr Thompson to brief all in attendance of a resolution made at the Neighbourhood Planning & Property Meeting on 6^th Feb 2024.

The redevelopment of Shenstone Playing Field Playground. Currently, the Playing Field Committee are not intending to re-consult the whole village regarding the options for renewing equipment on the same site. Cllr Thompson identified the reasons why he was of the strong opinion that the original consultation was flawed as it did not adequately explain the two renewal options which are (i) on the existing site or (ii) on a new site. Only offering the new site option and only intending to tell residents of Lincoln Croft, many of whom have voiced strong objections that plans are going ahead. Cllr Thompson stated that this is not an inclusive way to proceed. RECOMMENDATION: Members were in unanimous agreement with Cllr Thompsons concerns & the recommendation is that Council approve a request to meet with Shenstone Playing Fields Committee at the earliest opportunity to discuss these concerns further.

After reading the above, Cllr Thompson was asked by Mr Vickery to give details of the last meeting with the Playing Fields Committee, on which Cllr Thompson & Cllr Jones sit as Parish representatives. Cllr Thompson obliged by confirming that the SPFMC meeting decided not to consult again with all residents on two options with all updated additional details and estimates to compare the two options, those options being the new site & the existing site. Instead, the Committee were pressing ahead with the new site proposal only & were planning to consult only with those residents who had objected to the new site proposal to demonstrate that this was the best option. Cllr Thompson had expressed concern at the Playing Fields Committee meeting that this was the wrong way forward & that there should be further consultation based on the two options with updated details. Following a direct question Cllr Thompson confirmed that the SPFC vote was 6 members for option one only and three in favour of consulting on both. However, the member of one vote in favour left the meeting early, before hearing the full debate, indicating that they wished to support option one only. Mr Vickery asked how Cllr Thompson voted & he confirmed he voted for both options being re-consulted with the full, updated information. He reiterated the importance of having all updated option facts being given to all residents and a second round of consultation when making an important decision.

Mr Vickery asked that Council share updates on any further meetings with the SPFMC as the residents have repeatedly reached out to the Committee only to be stonewalled and informed that other matters are more pressing.

RESOLUTION: Unanimously agreed that a meeting should be arranged with the SPFMC.

PCSO Passmore briefed Council on the following crime statistics:

Calls from Parish 109 in total. Shenstone 13 crimes & 5 vehicle related crimes, Stonnall 1 crime & 1 anti-social behaviour, Little Aston 5 crimes, I burglary & 2 vehicle related.

Cllr Thompson asked that being able to know the outcomes of investigations & share the data with residents would have a positive effect.

Despite extensive house to house investigations there has been no progress with the investigations into the damage to the cherry trees on the Lammas Land.

Protests at UAV recently were predominantly peaceful but there was a small group of demonstrators that caused Police to close Lynn Lane for a while. This was very frustrating for residents and businesses, for which the Police apologised. There is a meeting planned between UAV & the Chief Superintendent of the Police shortly- representation from Parish would be welcome. Cllr Thompson asked that the information that the Parish Council are no longer lease holders of Malkins Coppice should be shared and that South Staffs Water should be included in discussions.

162 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

163 To accept and confirm minutes of the last Full Council meeting on Tuesday 12^th Jan 2024.

Duly approved & signed.

164 To consider resignation of Cllr Val Neale.

Cllr Salter paid tribute to Cllr Neale who has offered her resignation after over 30 years on Council. She was warmly thanked for her selfless and exceptional years of service and an event will be arranged to mark this. Cllrs Whitehouse & Cox said it would be an appropriate gesture to nominate Cllr Neale for a civic award.

RESOLUTION: Resignation unanimously accepted.

165 Clerk’s update on outstanding issues from last meeting.

• Green working group.

The Clerk reiterated the need for volunteers having only heard from Cllr Fisher. Cllrs Nicholls & Jones volunteered to also join.

166 To receive reports from District and County Councillors.

County Cllr David Smith spoke on the following:

• Had a site meeting with residents of St. Peters Close, who were affected by recent flooding, and a Staffs County Flood Team Officer. Investigations ongoing.

• A new planning application has been submitted to Walsall for a major industrial development on Baracks Lane which could impact on the Parish with an increase in heavy vehicles, particularly on the Walsall Rd, which would be unacceptable. Cllr Smith happy to take Parish representations forward.

• Making good progress on the Stonnall Neighbourhood plan refresh

• Would like to applaud the work of SCAR in relation to the Chester Rd/Lazy Hill petition, the first time Cllr Smith can recall a petition going direct to Cabinet.

Cllr Whitehouse asked Cllr Pullen to give an overview of the main District headlines.

Cllr Pullen mentioned:

• City centre development of Lichfield including a cinema on the site of the old Debenhams. This is a on a 25-year lease, with the Everyman Cinema company contributing 2.5million towards the project

• A new Leisure Centre including a swimming pool to replace the old one at the Friary Grange site. Cllr Jones said this site needs to have safe access for entry on foot and cycle and Cllr Pullen confirmed it will.

• A project to transform a mothballed railway line into a greenway for cyclists and walkers between Lichfield and Brownhills is progressing well.

Cllr Whitehouse asked how outlying areas can benefit from what is happening in Lichfield?

Cllr Pullen said with improved transport links and later train services.

Cllr Thompson raised the subject of Travellers sites which have not been provided by District in local plans since 2008. Cllr Pullen said that there will be best endeavours to find suitable sites though recognising that once identified there is often public resistance which needs managing.

Cllr Thompson also said he would welcome quality design housing which Cllr Pullen said he agreed with and would fall under the District design code. Cllr Thompson also raised the capacity & competency of the District Planning Dept. Cllr Pullen said he has faith in the competency of the team though there is a struggle to recruit and retain enforcement staff.

Cllr Edgley raised the subject of the Buus station which is, in her view, in a disgraceful state. Cllr Pullen agreed and said it is scheduled for redevelopment.

167 Planning.

Review & consider all planning applications received to date. Link to planning applications spreadsheet

• Cllr Thompson & Cllr Salter, following the receipt of the Raikes Lane chicken farm traffic management plan, are working on a response to District as it is not fit for purpose.

• Objections still pending for 8-16 Main Street & Haddon House, Shenstone.

Receive & consider recommendations from meeting of Neighbourhood Planning & Property Committee Meeting 6^th Feb 2024

• Consideration of terms of reference for Traffic Sub Committee & discussion of Staffs County Council traffic data. A draft of the Terms of Reference was shared. RECOMMENDATION: For approval at Full Council.

RESOLUTION: Unanimously approved.

• With regard to the recent Traffic Data Study, which was compiled by Staffs County, Cllr Thompson requested that the data relating to the additional roads requested & paid for by the Parish Council, be presented in the same format as the rest of the study as this would be extremely useful. As there is a cost involved this request needs to be approved by Council.

RECOMMENDATION: Request & fund representation of the additional traffic data from

Staffs County. RESOLUTION: Council unanimously approved that this was a requirement

and the Clerk was charged with finding out costs.

• Cllr Jones briefed members on the state of the cherry trees on the Lammas Land that were recently damaged. Although all damaged, most have recovered with only three needing to be replaced entirely and then all protected by a wire surround.

Cllr Jones expects the cost of the trees to be circa £700 plus the wire.

RECOMMENDATION: Council to fund cost of the replacement & the wiring. Cllr Jones to

provide exact costs.

RESOLUTION: Council unanimously approved £1,000 towards replacement & wiring.

• Cllr Thompson returned to part two of the issues surrounding Shenstone Playing Field Management Committee (SPFMC) which were raised at Neighbourhood Planning Meeting on Feb 6^th. . That being the ongoing relationship between Shenstone Playing Field Management Committee & Shenstone Country Club. Both Cllrs Thompson & Jones commented that both parties have difficulties in communicating and the situation is deteriorating.

• RECOMMENDATION: Whilst Council cannot intervene it was recommended that both parties should work together to address these concerns further but that ultimately a third-party mediator may be required.

168 Finance.

Current financial position & transactions for approval as of Feb 13th, 2024. Link to financial transactions spreadsheet.

Transactions to date were shared & the following update given:

Nat West Current Account £905.00. Nat West Business Reserve £54,149.59.

Nat West Liquidity Account Ring Fenced Funds for ear marked projects £95,311.35.

Unity Account £49,630.88.

Cllr Edgley queried two payments to Boldmere Computers in the same month. The Clerk confirmed that they were for two separate things but could not recall detail. She will

Confirm to Council via email for clarification.

The internal auditor, Alan Topliss, completed an audit on 12^th Feb and was entirely satisfied.

Receive & consider recommendations from meeting of Finance, Legal, Health & Safety Committee Meeting 23rd January 2024

Review of ring-fenced funds.

The Clerk reminded members that the ring-fenced funds are currents £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.

Cllr 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 reallotted 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. RESOLUTION: Unanimously approved.

RECOMMENDATION: The £25,000 for Neighbourhood Planning will be spent over the course of the next six months though with additional grant funding opportunities available in the next financial year the full amount may not be required. RESOLUTION: Unanimously approved

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

RESOLUTION: Unanimously approved

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

RESOLUTION: Unanimously approved

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. RESOLUTION: Unanimously approved

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.

Modifications made & welcomed by the Committee. Approved also by Alan Topliss.

Community Grant applications- review and recommendations.

Before reviewing the applications Cllr Nicholls read the following:

This is the first time I have spoken as Chair of Finance on the recommendations we have put forward for grant funding, although I have been on the Finance Committee for several years. When I joined there must have been over 40 years of experience with older members on the committee. At the first grant fund meeting I attended, I was advised that we did not fund fees, day to day running costs, businesses, or retrospective applications unless there were special circumstances. I never saw a policy and I’m not sure we had one at that time.

For these recommendations, I refreshed myself with our grant policy dated 2021 & looked at LGA1972 Section 137, on which our policy is based.

I also requested that the Clerk distribute both to members as they underpin our decisions and recommendations as a committee. These documents will be refreshed in the coming months with greater clarity to criteria added. Advice was also sought from Staffs Parish Council Association for complete certainty.

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.

RESOLUTION: Unanimously approved.

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

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

RESOLUTION: Unanimously approved.

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

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. RESOLUTION: Agreed subject to planning permission approval & three quotes being obtained. Cap of £3,500.

1^st 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. RESOLUTION: Unanimously approved subject to information being received.

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

Cllr Nicholls explained that Council could not grant fund as St. Peters is an academy and run as a business. SPCA advice was sought after the initial Committee meeting which said that an exception could be made if the school is open to the public for other uses so providing a benefit to the community in other ways, but it is not.

Cllr Whitehouse, who had been consulted by St Peters prior to the application being submitted, was very disappointed that this information had not been shared prior to the meeting, having requested the information four times since the recommendations were made but receiving no response. Cllr Jones pointed out that recommendations from the committee, and then presented to Full Council, is due process and that Full Council is the place to challenge and ask questions. Cllr Whitehouse queried why Greysbrook School has received grant funding in the past when it is also an academy, but it was pointed out that it has not received any since its status changed, other than some assistance during Covid. Cllr Whitehouse was very disappointed with Council’s decision and the lack of response to his questions.

Cllr Cox summarised Councils position by stating that it cannot assist, not will not.

RESOLUTION: Approved by majority Council with Cllr Whitehouse voting against the decision.

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

Friends of Shenstone Tower-information boards-£1000.00. Approved grant funding in full as 1/8^th of total cost. RESOLUTION: Unanimously approved.

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. RESOLUTION: Unanimously approved.

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

RESOLUTION: Unanimously approved.

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

RESOLUTION: Unanimously approved.

Friday Friends-Transport Costs-£1,000. Approved in full. RESOLUTION: Unanimously approved.

Little Aston Village Hall- Building extension-£10,000. Approved in full on proof of receipt of other grant funding. RESOLUTION: Unanimously approved.

Shenstone Tennis Club- 2 x windbreaks, scoreboard, first aid kit & training costs-£1,033.00. Approved £358.00 for all except training costs as Council cannot cover wages. Number of beneficiaries required. Applicant encouraged to apply for funds to support an alternative project. RESOLUTION: Unanimously approved.

Stonnall Village Hall- replacement doors- £1,500.00. Approved 75% of costs up to £1,500.00. RESOLUTION: Unanimously approved.

Shenstone Community Library Association- website- £950. Approved in full.

RESOLUTION: Unanimously approved.

Stonnallbury- gazebos, hire of marquees, fencing, publicity & printing- £2,000. Application approved in full on proviso that profits are retained to be used to fund later events. RESOLUTION: Unanimously approved.

1^st Shenstone Scouts- tents & ground pegs- £1,083.00. Application approved in full.

RESOLUTION: Unanimously approved.

Stonnall Playing Fields- repair goal area & goals- £1,000. Approved in full.

RESOLUTION: Unanimously approved.

Shenstone Lodge School- redevelopment of overgrown land & dredge pond- £2,000. Application refused as School is an Academy & falls under Sandwell Council. Does not benefit the Parish. RESOLUTION: Unanimously approved.

1^st Shenstone Guides- books, gas cooker, utensils- £300. Approved in full.

RESOLUTION: Unanimously approved.

2^nd Shenstone Brownies- books, aprons, bags, tablecloths-£334.00. Approved in full.

RESOLUTION: Unanimously approved.

Stonnall Singers- electric piano- £1500 requested. The Committee approved the purchase of a new piano but would like to see three quotes. RESOLUTION: Unanimously approved to fund purchase but queried sum. Would like to see three quotes.

Shenstone Baby & Toddler Group- toys, craft supplies, shelving- £500.00.

Approved in full. RESOLUTION: Unanimously approved.

Trinity Hall- replacement storage room for use by community groups-£1,500.

Approved up to £1,500 on proof of quote. RESOLUTION: Unanimously approved.

The Committee is mindful of and wishes to be consistent with per capita grant funding with future grant applications.

Next meeting of Finance, Legal, Health & Safety Committee Tues March 11^th, 2024, at 5.30 pm Shenstone Community Library.

169 Neighbourhood Plan refreshes; update & next steps Shenstone & Little Aston (Cllr Thompson)

& Stonnall (Cllr Whitehouse). Cllr Thompson said that Shenstone & Little Aston refreshes are progressing well with the draft being shared with residents in mid-March via social media/website, leaflet drops & public drop-in sessions.

Non planning items can be successfully accommodated.

Cllr Whitehouse said that the Stonnall group have another meeting next week and will be meeting Navigus in March. Moving forward well with a grant fund application planned for the next financial year.

170 An update on government funding by LDC and South Staffs Water Ltd on behalf of the Parish Council was given by Cllr Thompson.

If the funding bid is successful a detailed business case for aquifer heating for new Shenstone homes will be undertaken. The funding bid submission was made in December and is now being reviewed by the government’s Heat Network Development Unit.

171 Lammas Land Boundary incursion: update & next steps

The Clerk briefed members on a conversation with DAS Legal who are the newly appointed Solicitors acting for Council in this case. The timeline of events and actions was clarified with the next step being a review by a senior Solicitor at DAS before identifying next steps. It was made clear that the company need to be reassured of at least a 50% chance of success should matters progress to Court before committing to take matters further as this is a requirement of our legal expenses insurance cover.

172 Review & adopt Terms of Reference for Traffic Working Group 

Covered under item 167.

173 Update from Shenstone Library Environmental Group.

Members are invited to visit Watford Building Research Establishment, a showcase of the latest developments in sustainable building and comprises a number of houses designed to demonstrate high levels of energy efficiency and green construction methods. Cllr Fisher expressed an interest in attending.

The Clerk also briefed Members on the Hedgehogs R Us Highway surrounds which have been purchased and Cllr Jones shared the £Help us build a Hedgehog Highway” posters.

174 Membership of Staffordshire and Stoke-on-Trent Integrated Care Board People’s Panel,

The Clerk has joined the panel in order to feedback to Council news & initiatives.

175 Newsletter: consider & agree content for next issue deadline 22nd Feb for delivery 4^th March.

Clerk to share subjects so far.

176 in accordance with the provision of Schedule 12A of the Local Government Act 1972, Section 5 of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations and Paragraphs 2, 3 and 7 of the Council’s Access to Information Rules, the public and press be excluded during consideration of the following item:

Discussion of additional information relating to item 167.

No actions required.

177 Next meeting of Full Council 12^th March 2024 at Shenstone Community Library 7.15pm.