Fradley and Streethay Parish Council

Minutes of the Parish Council meeting held at 7:30pm on Tuesday 23 July 2019 in Fradley Village Hall, Church Lane, Fradley WS13 8NL

Present: Cllrs Simon Roberts (Chair), Alan Cope (Vice-Chair), Darren Peck, Harry Warburton, Stan Whitehead, Derick Cross In Attendance: District Cllrs Mike Wilcox, and David Leytham up to item 7. Clare Orme (Clerk) Wendy Hollinshead (Asst. Clerk) 1. Minute Number 01/2019 - Apologies for absence Resolved: Apologies were received and accepted as follows: • Cllr Dale due to annual Leave 2. Minute Number 02/2019 – Declaration of Members Interests Resolved: Cllrs Cross, Roberts and Peck declared a personal interest in item 11(d) – Section 106 of the Town and County Planning act 1990, Application from St Stephen’s School. 3. Minute Number 03/2019 - Public Speaking a) Minute Number 03/2019/A – Public Speaking There was one member of the public present from Streethay who spoke about issues on the Cathedral View development. Some of the residents wish to have a 20 mph speed restriction on the whole of the estate and have signed a petition to that effect which was handed to the Parish Council. They have formed a Residents Association and wish to invite the Parish Councillors to attend their meetings. The residents have other issues with train noise and the lack of footpaths. Cllrs advised that at present the roads on the estate are unadopted and remain the property of the developers. The resident was signposted to Staffordshire County Council Highways and Lichfield District Council Planning Enforcement for further help. The Parish Council are also willing to meet with the developers to discuss residents’ issues. b) Minute Number 03/2019/B – District Council Representatives Report District Cllr Wilcox reported that LDC are likely to lose the Government funding grants completely by 2023 and are drawing up a strategy plan to address funding issues. Cllr Cross reported that the Turnbull Road application has not yet been decided by the District Council but is due to be decided on 2nd September. Cllr Cross reported that the Tree Preservation Order requests are being progressed. Cllr Leytham reported that the planning application on Cowhill Lane has been refused by planning officers on the ground that the proposed development is unsustainable as it is outside of the village boundary. c) Minute Number 03/2019/C – County Council Representatives Report Cllr Eagland gave her apologies, there was nothing to report. d) Minute Number 03/2019/D – Police Representatives Report There were no Police Representatives present at the meeting and there was nothing to report. 4. Minute Number 04/2019 - Approval of the minutes of the previous Parish Council meeting held on 11 June 2019 The minutes of the Parish Council meeting on 11 June 2019 were approved as an accurate record and the minutes were signed by the Chair. Resolved: That the minutes of the meeting held on 11 June were accepted as an accurate record. 5. Minute Number 05/2019 - Planning Applications for consideration. a) 19/00773/FULM Roxane UK Limited, Hanger 5 Fradley Airfield, Wood End Lane Fradley. Variation of conditions 17 & 19 of application 18/00262/FULM relating to landscaping details. b) 19/00719/FUL Unit 2A The Stirling Centre, Tye Road, Fradley WS13 8ST. Installation of 2 no air conditioning condenser units and 2 no extract grilles. c) 19/00732/OUTMEI Land North East Of Watery Lane, Curborough. Variation of conditions 2, 3, 6, 9, 23, 29, 31, 33, 34 of application 14/00057/OUTMEI d) 19/00810/FUH 5 Meadow Croft, Streethay, WS13 8LE. Two storey extension to side and single storey extension to rear, including removal of existing rear conservatory. Fradley & Streethay Parish Council Chair/Vice Chair Initials Page 1 of 5 23 July 2019 Fradley and Streethay Parish Council

Minutes of the Parish Council meeting held at 7:30pm on Tuesday 23 July 2019 in Fradley Village Hall, Church Lane, Fradley WS13 8NL

e) 19/00816/FUH 31 Edwards Farm Road. Fradley, WS13 8NR. Single storey extension to rear f) 19/00555/REMM Land Off Hay End Lane Fradley. Reserved Matters application for the layout, scale, appearance and landscaping of the site for 250 dwellings with associated drainage features in accordance with application 13/00633/OUTM. g) 19/00988/TRCA Dale Cottage, Fradley Junction, DE13 7DN. Removal of 2no trees. Resolved: To make no comment in respect of the above applications. 6. Minute Number 06/2019 - Fradley/Streethay Village Updates a) Play Parks i. Streethay Play Park. Two of the backless benches have become unstable due to the legs rotting at ground level. Quotes have been obtained for recycled plastic backless benches which are guaranteed for 25 years. 5 benches can be purchased for £650. Alternatively picnic benches could be purchased which will provide 2 benches and a table. Quotes have been obtained for these which range from £335 each if 3 are purchased. The recycled plastic requires no maintenance and will not rot or split. The appearance is similar to wood. Asst Clerk to obtain best quotes. Resolved: To purchase 3 picnic tables and install them at Streethay Play Park, Worthington Road Park and Streethay Green. Proposed by Cllr Cross seconded by Cllr Peck. Unanimous decision. ii. Streethay Play Park. A new quote has been obtained for the frame to hold the new sign at a cost of £200 from a local fabrication company. This is £300 cheaper than the earlier quotes obtained. Resolved: To purchase the frame for the sign as per the latest quote Unanimous decision iii. MUGA. The design for the sign and its placement has not been agreed and the decision is deferred to the next meeting. iv. Notice Boards. The notice board outside the Post office is in disrepair and needs replacing. A quote has been obtained for a recycled plastic notice board in the region of £800. Other notice boards also need repair or replacement. Asst Clerk to obtain quotes for notice boards in recycled plastic and other materials and in different sizes for consideration at the next meeting. Consideration also to be given as to whether a further notice board is required at Fradley Junction. v. Defibrillator Kiosk at Worthington Road. Quotes have been received for the new Perspex and vinyl wrap print and fitting. The new Perspex is £138.35 and can be fitted by the handyman. The vinyl wrap will cost £250 including the fitting. The design is approved. The vinyl will not cover the deep gouges on the existing Perspex and both are needed. The back panel and interior metal panel also need replacing and quotes will be needed to complete this work. Resolved: To purchase the Perspex and Vinyls to upgrade the kiosk at the agreed quotes. Proposed by Cllr Cope and seconded by Cllr Whitehead. Unanimous decision b) Update from the Readie Construction meeting. Cllrs were invited to attend a meeting with the contractors who are constructing the new buildings opposite the Parish Office. They are willing to show residents their site and explain the construction process by appointment. 7. Minute Number 07/2019 - Working Groups and Committees terms of reference Cllrs considered the draft terms of reference for the new committees and working group as follows: a) Draft terms of reference for the Finance Committee. b) Draft terms of reference for the HR Committee. c) Draft terms of reference for the Communications Working Group. Resolved: to adopt the terms of reference as drafted. Proposed by Cllr Roberts and seconded by Cllr Warburton. Unanimous decision 8. Minute Number 08/2019 - To consider Parish Council policies Cllrs considered the draft policies as follows: Fradley & Streethay Parish Council Chair/Vice Chair Initials Page 2 of 5 23 July 2019 Fradley and Streethay Parish Council

Minutes of the Parish Council meeting held at 7:30pm on Tuesday 23 July 2019 in Fradley Village Hall, Church Lane, Fradley WS13 8NL

a) The Social Media Policy b) The Privacy Policy c) The Data Protection Policy d) The Retention and Destruction Policy. e) The Standing Orders be updated to include working groups f) The Staff Employment Handbook Resolved: To adopt the policies, handbook and amendment to standing orders listed above. Proposed by Cllr Roberts and seconded by Cllr Warburton. Unanimous decision. 9. Minute Number 09/2019 - Finance a) To receive and approve the Financial Statement for June 2019. Financial Statement from 01.04.2019 to 28.06.2019 as follows:

Reserve Account 93,507.71 Current Account 104,837.15 Less unpresented cheques 2,984.04 Total 195,306.82 Resolved: The Council approved the unaudited accounts from 01.04.2019 to 28.06.2019. b) To approve payments of cheques as follows:

CHEQUE PAYEE DESCRIPTION AMOUNT POWER NO. 101207 Jones Plus Ltd Posters and Play Park signs 564.00 Including design and artwork 101208 VOID 101209 Aucuba Supply and install play bark 5802.66 101210 Lichfield Lock & Key Supply 2 x height restriction 138.50 signs 101211 Vision ICT Ltd Adding documents to website 12.00 101212 SPCA Chairmanship skills course 20.00 101213 Community Foundation Replace lost chq 101157 46.00 For Staffordshire BKV entry fee 101214-5 Staff Salaries 4,034.77 101216 SJL Landscapes Ltd Ground Maintenance 1,955.59 101217 D Beaumont Handyman and Cleaning 305.00 Services 101218 Fradley Village Hall Room Hire14.05.2019, 50.00 23.05.2019 & 11.06.2019 101219 Staffordshire Parish Local Councillor Training 20.00 Council Association Course Resolved: The above payments were approved by the Council c) To agree amendment to the bank mandate In view of the changes to the Parish Council following the election and the change in Clerk Resolved: That Cllr Cross and Kate Roberts be removed from the mandate and Clare Orme and Cllrs Cope and Peck be added. Proposed by Cllr Warburton and seconded by Cllr Roberts. Unanimous decision. 10. Minute Number 10/2019 - Correspondence received. Resolved: Cllrs noted the following correspondence including the additional items from k to t: a) LDC, seeking views on its air quality action plan b) Cllr Cross, concerning the local bus services

Fradley & Streethay Parish Council Chair/Vice Chair Initials Page 3 of 5 23 July 2019 Fradley and Streethay Parish Council

Minutes of the Parish Council meeting held at 7:30pm on Tuesday 23 July 2019 in Fradley Village Hall, Church Lane, Fradley WS13 8NL

c) Tarmac, with Minutes of the Alrewas Liaison Committee Meeting held on 21.6.19 d) Staffordshire Warmer Homes, Partnership Pack e) LDC, Stall sought for Beacon Park’s Fun Day. f) SCC, temporary speed reduction on A513 Croxall Road in August g) LDC, Launch of 2019 Proms h) LDC, Parish Forum training notes. i) LDC, business rates discount for retailers j) SPCA Bulletin reports 13 and 20 June 2019 & 11.07.2019 k) LDC, Business football league l) LDC, local businesses small business grant m) VE Day 75, details of 2020 events n) LDC, new tour guides for the city o) LDC Contactless Payment Point for Parking p) LDC, Consultation on Changes to Street Trading q) LDC, Local Plan Review Scoping Report r) HS2, Update s) Hammerwich Neighbourhood Plan Consultation to 02.09.19 t) Resident Email Re Issues on the Miller Development Streethay. 11. Minute Number 11/2019 - Clerks report a) Petition for 20mph speed restriction on Cathedral View and Roman Heights, Streethay. Resolved: To pass the Petition to County Counsellor Eagland to take the matter forward with Highways. Proposed by Cllr Roberts and seconded by Cllr Cope. Unanimous Decision b) The Insurance renewal is due on 01.08.19, quotes for consideration. Cllrs considered four quotes, comparison was made between the cover afforded and the cost. On balance the best provider appeared to be Zurich Insurance. Resolved: To insure with Zurich Insurance. Proposed by Cllr Roberts and seconded by Cllr Warburton. Unanimous Decision. c) Approval for the Clerk to receive training on operation of the website, cost £75.00 plus VAT. Resolved: To fund training for the Clerk at a cost of £75 plus VAT. Proposed by Cllr Roberts and seconded by Cllr Peck. Unanimous Decision. d) S106 Town and Country Planning Act 1990 application by St Stephen’s School. The School are seeking £22000 to refurbish the Big Hall. The aim is to create a gym/dance/drama hall with a new floor and improved lighting to enable the children to have high quality physical education and when used as a dining room, a more pleasant environment in which to eat. The expenditure comes within the scope of S106 expenditure. It was considered that this would benefit all of the village as it would be open for adult community groups to use as well. Resolved: To approve the grant request for £22000 of S106 monies for St Stephen’s School. Proposed by Cllr Cross and seconded by Cllr Roberts. Unanimous decision. e) SCC draft revised statement of community involvement consultation. Resolved: No comments needed. f) All Saints Church, Alrewas, letter of support for their application for Heritage Lottery Funding. Resolved: To send a letter of support. g) Nest pension for the Clerk has been established – Direct Debit Mandate to be signed by two current signatories Resolved: To set up Direct Debit mandate to pay the Nest Pension contributions. h) Police Alert messages Resolved: No action needed

Fradley & Streethay Parish Council Chair/Vice Chair Initials Page 4 of 5 23 July 2019 Fradley and Streethay Parish Council

Minutes of the Parish Council meeting held at 7:30pm on Tuesday 23 July 2019 in Fradley Village Hall, Church Lane, Fradley WS13 8NL

i) Quote to complete the play bark work at a cost of £1,999.30 plus VAT and fill the sand pit at a cost of £495.00 plus VAT at the Streethay Park. Cllrs considered the quote but understood the sand could be obtained cheaper from a previous supplier. Resolved: To accept the quote in the sum of £1,999.30 for the play bark and for the Clerk to order the sand from another supplier but to ask the same contractor to install it. j) Scribe Accounting – To consider changing from a manual cashbook to computerised accounts system called Scribe Accounts on a yearly subscription. The Clerk advised that the Parish Council Accounting system be changed from a manual cashbook to computerised accounts and recommended the Scribe Accounting system. The Clerk has secured a trial period to enable Counsellors to see the benefits of the system. The system is more secure than the workbook method and can produce reports on expenditure for the Counsellor’s analysis. Resolved: To adopt the Scribe Accounting system with an annual subscription and refund the clerk the trial period fee. k) Clerk Report - Community Governance Review to split Fradley and Streethay into two separate Parish Councils. The Clerk has experience of the process to establish a new Parish Council. It is vital that Ward District/County Councillors are in agreement with the plan before starting the process which is lengthy and has cost implications. It is also important that there is support from the residents. Resolved: To canvass the ward members and try and gauge the level of support and reconsider at the next meeting. l) Clerk Report and Internal Audit Quotes. The Clerk has obtained four quotes from prospective Internal Auditors to carry out the annual check on the Councils accounting procedures. Three quotes are from individuals and are very similar in cost ranging from £150 to £180. One quote is from a firm of Accountants and is ten times the cost at £1750 plus VAT. Cllrs consider that a change of Auditor may bring fresh insight and avoid complacency. Resolved: To change the Internal Auditor this year to Brian Wood. Proposed by Cllr Cross and seconded by Cllr Roberts. Unanimous decision. m) Additional Clerk Report on the legal status of FYCC. The Clerk reported that a rent review would be due under the lease this year. On making checks on the lease and the registered title it would appear the lease may not have been registered with the Land Registry. Enquires are being made with the Parish Council Solicitors but in the meantime, it is recommended that the FYCC building is added to the Parish Council asset register and insured until such time as the solicitors report back. Resolved: To authorise the Clerk to make further enquires and add the FYCC building to the asset register new insurance policy. 12. Minute Number 12/2019 - To consider a resolution under the Public Bodies (admission to meetings act 1960) to exclude Members of the Public. Resolved: To exclude the Public and Press from this part of the meeting. a) Staff and/or Contractor Matters Resolved: To refer the matter of a Contract to the HR committee for review. Resolved: To use a local builder as agreed by the Council to get small jobs completed quickly. Resolved: The annual leave request for the Clerk was approved. (Note – This is a public summary of a private minute). 13. Minute Number 13/2019 - Date of next Parish Council meeting Resolved: Tuesday 10 September 2019 at Fradley Village Hall commencing at 7.30pm. Resolved: Payments and planning applications to be dealt with in August and ratified at the next meeting. There being no other business the meeting closed at 10.00pm Fradley & Streethay Parish Council Chair/Vice Chair Initials Page 5 of 5 23 July 2019