Approved SPC Minutes – 10.06.25

Approved minutes of meeting of Full Council Tuesday June 10^th, 2025, at Shenstone Community Library.

Prior to commencement the Chair reminded everyone that the meeting would be audio recorded.

17 Register of members in attendance:

Cllr David Salter (Chair), Cllr Simon Fisher (Vice Chair), Cllr David Thompson, Cllr Chris Callow, Cllr Alan Pugh, Cllr Louise Hawes, Cllr Lesley Edgley, Cllr Gail Nicholls, Cllr Dino D’Ambrosio, Cllr Phil Whitehouse, Cllr Mick Cox, Cr Stuart Harrison.
Shirley O’Mara- Clerk.
County Cllr Alex Farrell. Rev Jonathan Iddon. A resident of Stonnall. A resident of Little Aston.

18 Acceptance of apologies.

Cllr Chris Jones.

19 Public Participation.

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

A resident of Little Aston addressed Council regarding traffic concerns around Little Aston School and safety implications when crossing the roads. He asked whether there was anything to be done such as fund raising towards moving safety measures forwards. Cllr Salter explained about previous traffic studies. Negotiations with County Council are essential and the lack of a crossing patrol person is most likely because of costs which could be contributed to from other sources.

A Stonnall resident commented that he was impressed with the recruitment notice issued for new Councillors but was concerned that there was no mention in the document about the importance of the Nolan Principles. The Clerk explained that this was deliberate as this is an important question that is asked of all candidates to test their knowledge of the required code of conduct. It was stressed by the gentleman just how important these guidelines are and that perhaps they should be highlighted in our newsletter

Cllr Pugh pointed out that as a recently newly appointed Councillor he felt that to be asked at interview without it previously being highlighted gave a much more genuine response.

The Clerk also confirmed the documentation that Councillors are required to complete on appointment which is shared on the website.

The resident also raised the issue of the still missing 30mph sign on Lynn Lane. This was passed to Cllr Alex Farrell last month who is chasing & Cllr Edgley confirmed that our MP, Sarah Edwards, also has it on her quick fix list of issues.

The new vicar of Shenstone and Stonnall, Rev Jonathan Iddon, introduced himself to members and was welcomed by Cllr Salter.

20 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:

Cllr Salter expressed an interest in Item 25 with a family member working for the current external auditor.

21 To accept and confirm minutes of the last Full Council meeting on Tuesday 13^th May 2025

Duly approved and signed.

22 Clerk’s update on outstanding issues from last meeting: update on Stonnall Playing Fields flooding mitigation plans. Covered under item 24 & 31.

23 Councillor vacant positions. Confirmation of recruitment process and timescales.

Cllr Salter confirmed that the recruitment process to fill the two vacant positions was ongoing with the closing date of Friday 13^th June with interviews to follow as our established practice. Cllr Pugh asked for numbers of applications so far & the Clerk confirmed five expressions of interest. Cllr Whitehouse asked if the process is for the recommendations of the interview panel to then go to Full Council for ratification and it was confirmed that is the case.

Cllr Cox then asked a series of questions relating to the timeline of the recruitment process to date. The Clerk did not have a diary or the dates with her so was unable to give specifics.

Cllr Cox went on to say that the legislation states that as soon as practicable the Council must

after 14 days co-opt to fill the vacancy. The Clerk explained that as only one candidate had applied for two posts, she sought advice of both Lichfield District Council and Staffordshire Parish Council Association and was advised to extend the closing date and re-advertise the vacancies more widely but not deviate in any way from our established interview process.

Cllr Cox said that in his view this action flies in the face of the legislation and that the one applicant that did apply before the closing date should have been appointed, further stating that the NALC information was guidance not law. The Clerk asked Cllr Salter to read the Electoral Commission guidance as they are the governing body. Which states:

There are no set procedures for how a person should be co-opted and the process is a matter for the remaining members of the Parish Council. If they do not fill the vacant seat at the next meeting, it should remain a matter of business until the seat has been filled through their chosen co-option process.

Cllr Pugh stated that there is a big difference between as soon as practicable and as soon as possible with practicable being a purposeful word meaning “where other things need to be considered” and he was satisfied that there were no concerns around the legislation.

Cllr Whitehouse said Council should be aiming for consistency and that there should be an agreed written down & published process for recruitment of new Councillors and that just because things have always been done a certain way is not a sufficient reason to continue. There was then some discussion about recent recruitments and how they were conducted with the Clerk reiterating the problems around recruitments nationwide.

Cllr Thompson summarised all the work that goes into the interview process in formulating appropriate questions, agreeing scoring, fairness and transparency and nominated himself for the selection panel. Cllr Whitehouse did the same with Cllrs Edgley & Pugh both also willing to participate.

24 To receive reports from District and County Councillors.

County Cllr Alex Farrell briefed as follows:

• Has met Andrew Brett from Staffs County Council re the flooding issues on Stonnall Playing Field. He is willing to offer help & advice and has suggested changing the drain cover so that it’s a perforated sealed cover with a concrete edge around it and sits properly, clearing the rain trench and aerating the footpath. Cllr Whitehouse is investigating costs. Has also shared lots of funding opportunities.

• Overgrown trees in Stonnall being dealt with.

• Working with Cllr Whitehouse re traffic concerns in Streetly Village and Little Aston proposed developments.

• Working on a date to meet “Shenstone against Speeding” group.

Cllr Hawes mentioned that traffic humps did not work & Cllr Edgley said that turning the small island at the junction of Lynn Lane/Pinfold Hill/Station Rd could be turned easily into a roundabout. There was discussion that this could still be prohibitively expensive.

• Meeting the Head Teacher of Shenstone Lodge School re concerns about the speed of traffic outside the school.

• DHP fund is open so Cllr Farrell happy to listen to any suggestions.

• Community Fund back on track. 2024 Community Fund – Staffordshire County Council

• Reform Council have not yet released the list of outside bodies but Cllr Farrell assuming he carries on as before for now.

• Attending a meeting re a Traffic Regulation Order near Lichfield South Business Park which will see major alterations & improvements in that area.

• Lots of pothole repairs planned over the next three weeks.

• The Rural Prosperity Fund has been launched offering between £5-£30K with 30% match funding required. Rural England Prosperity Fund: prospectus updates for 2025 to 2026 – GOV.UK

Cllr Whitehouse wished to draw attention to some key District Council initiatives which Council could support or promote:

Stop the Bleed

Lichfield District Council’s Community Safety Team and the Lichfield District Community Safety Partnership are leading on offering free training on Stop the Bleed.

Stop the bleed is now regarded as important as being taught CPR, as is bleed kits being regarded as important as having a defibrillator. Training is free and can be delivered to groups of up to 30 people at a time.

Train the Trainer is available so volunteer groups, charities and organisations can have their staff trained to deliver it to their members.

Our Stop The Bleed training provides life-saving skills to hundreds of young people

Restorative Justice

This service is open to anyone who is affected by crime, the purpose is bringing people together – those affected by crime and those responsible. Many crime types can work with restorative justice, but certain crimes may not be suitable. Both parties must agree to be involved and it is done in a safe way guided by professionals.

Restorative justice and reparation – Staffordshire County Council

Cllr Salter said that the District Councillor Community Fund of £350 per member is now open for applications from charities and small groups.

25 Finance.

Current financial position & transactions for approval as of June 10^th, 2025.
Link to May 2025’s financial transactions spreadsheet
Link to financial transactions spreadsheet from 1st to 10th June 2025

Prior to the meeting all relevant documentation relating to the AGAR had been shared with Council

Link to the 2024/25  AGAR report

• Complete & agree Annual Governance statement

Cllr Salter read the annual governance statement which was unanimously approved and accepted.

• Agree date of commencement and ending for the declaration of public rights.

Dates confirmed and accepted.

• Feedback & recommendations from internal audit.

The report from Topliss Associates had been shared in full and all recommendations noted. RESOLUTION: It was agreed that £30,000 be moved from the Liquidity Account to the Business Reserve account as our clearly defined fund for general reserves. All policies highlighted in the report scheduled for review next month.

• Confirmation of internal auditor for 2025/26.

Cllr Whitehouse asked how long the Council have been with the existing auditor. Cllr Salter could not recall with the Clerk confirming it was several years, and certainly since she started in 2017. Cllr Salter commended the work of the auditor to date and Cllr Nicholls said that in her view if the Clerk had no issues, she saw no reason to change. The Clerk confirmed she had no issues at all. Cllr Salter read the following guidance “There is no requirement to rotate auditors, but the independence of the appointed person or firm should be reviewed every year “. Cllr Whitehouse said that in his opinion it was unhealthy to stay with the same auditor and that he would approve the decision to do so for the next year subject to other options being looked at for the future. Cllr Fisher agreed that Council should look at other options.

RESOLUTION: Topliss Associates confirmed as internal auditor for 2025/26 subject to the afore mentioned condition.

• Confirmation of external auditor for 2025/26. Cllr Whitehouse said that the same principle applies to the External auditor as expressed previously and Council should not just carry on the same just because it always has, without looking at other options. RESOLUTION: Mazarrs confirmed as External Auditor for 2025/26 again subject to other options being considered next year.

There were no questions regarding transactions shared to date.

Current financial position Nat West Current Account £904.30. Nat West Business Reserve £8709.47. Nat West Liquidity Account ring fenced funds for ear marked projects £114,571.05 and Unity Account £124,741.35.

Next meeting of Finance, Legal, Health & Safety Committee Tues July 22^nd , 2025, at 5.30pm

Shenstone Community Library.

26 Planning.

Approve planning applications received in last month and update on any objections/ developments. Link to Planning Applications spreadsheet

Cllr Thompson briefed as follows:

• A re-application has been received for Haddon House, Shenstone and an objection submitted.

• Oak Farm development refused due to lack of detail.

• A meeting is scheduled for Thursday with Lichfield District Council to discuss the recently refused planning application 25/00093 and the implication this may have for the Shenstone Neighbourhood Plan.

Cllr Whitehouse asked Cllr Thompson how the process is working between himself & Cllr Jones, in his expert capacity. Cllr Thompson sad he was delighted with how things were working with draft objections shared with Ward Councillors for comment, and all drafted where there is a predominantly negative local reaction.

Next meeting of the Neighbourhood, Planning & Property Committee Meeting: Tuesday June 24th at 5.30pm Shenstone Parish Office.

27 Neighbourhood plan reviews: update & next steps.

Cllr Thompson said that regarding the Shenstone and Little Aston plans there is no need for a public enquiry or referendum and that independent inspectors have been appointed to scrutinise responses to the proposals.

Re Stonnall Neighbourhood Plan, Cllr Whitehouse said that Stonnall and our planning consultants are in the middle of writing consultation, basic conditions and modification statements and are a few weeks away from presenting to Lichfield District Council.

28 Receive and consider recommendations from Employment Committee Meeting Weds 21^st May 2025 including:

• RECOMMENDATION: REDACTED salary increase on the hourly rate paid to Lengthsmen back dated to April 1^st. RESOLUTION: Unanimously approved.

29 Renewable Heating Project: update.

The Shenstone Heat Network outline business case is now nearing completion, and all Shenstone residents are invited to have the conclusions explained during the afternoon and evening of Wednesday 16th July Richard Cooper Room.

30 Next newsletter.

The Clerk confirmed topics scheduled for inclusion in the Summer newsletter with a hopeful distribution at the end of July & an editorial closing date of 10^th July.

31 Update on Stonnall & Lynn Playing Fields.

Cllr Salter working with the Lengthsman to get the grip lowered on the culvert. Cllr Whitehouse reiterated the importance of listening to and following the advice of the expert advice we receive. Cllr Nicholls stated that the work done to alleviate a problem has caused a problem.

New Committee Members are required to move things forward for the playing fields as a whole.

32 Policies update.

Due to the number of important policies requiring attention, it was suggested by Cllr Salter that the next Finance, Legal, Health & Safety Committee meeting focus entirely on these. This was unanimously agreed. Cllr Pugh said that the Local Government reorganisation and its likely impact should be included on our risk register.

33 Update on Shenstone Playing Fields Management Committee constitution and AGM.

Cllr Thompson briefed as follows:

• All organisations mentioned in the 1988 constitution have confirmed their nominees or indicated in writing that they no longer wish to be represented.

• Cllrs Thompson & Fisher, as Parish Council representatives, and Cllr Alan Pugh and Sophie Baggott as co-opted members, are moving forwards with a discussion to agree a new constitution and an AGM as soon as possible with lease negotiations re the Country Club high on the list of priorities as soon as the new Committee is in place.

Cllr Fisher said that in the meantime all administration, billing and maintenance is ongoing.

Cllr Edgley expressed her thanks to Cllrs Thompson, Fisher & Pugh as well as the Clerk for all their hard work to date.

34 Next meeting of Full Council July 8^th, 2025 at Stonnall Community Centre 7.15pm.