Minutes of the Annual Meeting of Lapley, Stretton & Wheaton Aston Parish Council

held on Thursday 28^th May 2020 held virtually via Zoom conferencing system

Remotely in attendance:

Cllr T Noblett Wheaton    Aston (Chairman)

Cllr W Millington                 Wheaton Aston (Vice Chairman)

Cllr Sue Whittingham        Wheaton Aston

Cllr R Nelson                         Wheaton Aston

Cllr A Anderson                   Stretton

Cllr M Smith                          Wheaton Aston (7.15pm)

Cllr E Dadd                            Stretton

Cllr S Whittingham             Wheaton Aston

Also in Attendance:

Mrs A Watson                      Parish Clerk

Mrs K Daker                          Assistant Parish Clerk

Cllr M Sutton                        Staffordshire County Council

Apologies:

Cllr B Cox                               Staffordshire District Council

Cllr B Cross                            Wheaton Aston

Cllr. M. Griffiths                  Lapley

Cllr V Renfrew                     Lapley

Cllr V Jackson                       Staffordshire District Council

Absent:

Standing orders were imposed 7.00pm

No members of the public were virtually present

1: Standing Orders

Resolved: Standing orders which take into account the Coronavirus Act 2020 were approved and implemented immediately.

2. Election of Chairman

Resolved: Cllr T Noblett is elected Chairman for the forthcoming year (Proposed by Cllr W Millington, Seconded by Cllr S Whittingham)

Cllr T Noblett took the Chair

7.15pm, Chairman imposed standing orders, Cllr M Smith virtually attended

3: Election of Vice-Chairman

Resolved: Cllr Millington is elected as Vice-Chairman for the forthcoming year    (Proposed by Cllr Anderson, Seconded by Cllr Sue Whittingham)

4. To consider apologies

Apologies and reasons of absence were accepted from Cllr B Cox, Cllr V Jackson, Cllr R Renfrew, Cllr B

Cross, Cllr M Griffiths

5.Declaration of Interest/Dispensation

Cllrs confirmed that no updates on the declaration of interest forms are required .

Nothing to declare

6.To consider membership and delegated powers of:

Resolved:

• Disciplinary and Grievance Panel

Cllr Anderson

M, Griffiths

• Staff Appeals Panel

T Noblett

V Renfrew

A Anderson

• Disciplinary and Grievance Panel

1. To the panel to make recommendations to the Parish Council with reference to the disciplinary and grievance procedures in accordance with the Council’s policy including issuing formal warning, suspension and dismissal.

• Staff Appeals Panel

1. To the panel to make recommendations to the Parish Council with reference to the appeal sections of the disciplinary and grievance procedures in accordance with the Council’s policies.

• Parish Council Clerk

1. To incur expenditure within the 2020/21 budget and arrange relevant payments as deemed appropriate.
2. To devolve powers abiding by the Scheme of Delegation

7. To consider membership of the following working groups:

Resolved:            To approve the membership of working groups as follows:

• Christmas Lights Working Group (5 members)

T Noblett

W Millington

M Griffiths

A Anderson

V Renfrew

S Whittingham

E Dadd

Sue Whittingham

• Forward Planning & Finance Working Group (7 members)

M Griffiths

R Nelson

S Whittingham

T Noblett

A Anderson

Sue. Whittingham

W Millington

M Smith

B Cross

• Parish Maintenance Working Group (7 members)

1. Griffiths

W Millington

Sue Whittingham

A Anderson

R Nelson

1. Noblett

B Cross

V Renfrew

S Whittingham

• Planning Working Group (5 members)

T Noblett

W Millington

Sue Whittingham

M Griffiths

V Renfrew

E Dadd

M Smith

• HR Working group

T Noblett

B Cross

W Millington

A Anderson

Sue Whittingham

8. To consider the appointment of any new committees or working groups, their term of reference

and membership

Resolved: To continue the work of the Lapley Green group to consider the maintenance and

progression of Lapley Green

Membership:

V Renfrew

R Nelson

W Millington

T Noblett

Resolved Continue the work of the defibrillator committee until all defibrillators are secure.

Members:

Cllr W Millington

Cllr R Nelson

Cllr V Renfrew

Cllr Sue Whittingham

Mr D Leaper

9.To consider the appointment of Representatives to outside bodies.

Resolved: To appoint the representatives as follows:

Lapley & Wheaton Aston Village Hall Management Committee – R Nelson & T. Noblett

1. Lapley & Wheaton Aston Recreation Ground Committee – S Whittingham
2. Lapley & Wheaton Aston Old People’s Welfare Committee -T Noblett
3. Wheaton Aston Community First Responders – Sue Whittingham
4. Staffordshire Police Locality Accountability Forum – W Millington & A Anderson
5. Parish Charities Trustees -T. Noblett and M Griffiths

10.Signing of the minutes

The minutes of the Parish Council meeting held on 20th February 2020 were agreed to be a true and

Correct copy. Cllr Noblett will sign a copy as soon as is practically possible

11.Clerks Report

Information

18.2.2020 Due to the high water level the zip wire at Marston Field flooded

Gate and fence at Marston Field added to the asset register

Advice sought for appropriate planting at Lapley Green

PC will be working with Staffordshire Care to improve the networking within the

parish

the Great British Spring Clean has been postponed into September

Best Kept Village comp has been cancelled

There has been an issue with the armed defib boxes, a new part has been ordered and

AEDdonate will fit it

We have been advised of speeding issues on the A5, this has been reported

Tree removal at Park Lane due to storm damage complete

Legal advice received on land purchase at Lapley. The PC are able to purchase the land,

should they wish to, and if a decision is made to sell in the future it must be sold at full value

Staffordshire County Council has delivered food boxes to over 1000 residents in the County

A strong volunteer group has been set up on Wheaton Aston and leaflets with details

delivered to the Parish

Mole holes on Marston Field by the Skate Park reported to Staffs Borough Council Pest

Control

Officers are dealing with recent speeding issues along the A5

12.5.2020 a car appears to have been abandoned on the car park at Hawthorns Road, this

has been reported to  SSC

SSC will not be offering the additional weed spraying work this year

Maintenance

Consultation

link to Stafford borough local plan consultation

Meetings/Events

13.2.2020Local Councillors training course

27.1.2020 Clerk only Death of senior national figure training

10.2.2020 FP& M working group

12.2.2020 HR working group

20.3.2020 Clerk and VO first aid at work course

28.3.2020 SPCA PRE planning course

30.4.2020 Internal Audit –

20.05.2020 Councillor zoom catch up

Training/CPD

Accessibility- ongoing

GDPR- ongoing

Clerks updates received

Governance training (clerk only )

Items emailed to councillors

19.2.2020 SSC Road sweeping costs

20.2.2020 SPCA newsbulletin 20.2.2020 highways verges/ spraying update

4.3.2020 Amended plans for planning application 19/00936/FUL

4.3.2020 Planning application  19/00904/FUL

10.3.2020 Interim audit report

12.3.2020 SPCA newsbulltin

15.3.2020 Planning application 20/00200/FUL

16.3.2020 NALC coronavirus update

17.03.2020 SSC, info on The Great British Spring Clean

18.3.2020 NALC latest coronavirus update

18.3.2020 SSC Parish Summit postponement

19.3.2020 Nock Deighton Land for sale at Lapley

19.03.2020 SPCA Newsbulletin

23.3.2020 M Quinn support in the parish

26.3.2020 SPCA Newsbulletin

31.03.2020 Community Council of

Staffordshire Covid 19 funding

2.4.2020 SPCA news bulletin

15.4.2020 SSC Elected members update on CCU

19.4.2020 SSC Elected members update from CCU

19.4.2020 Policy & Partnership SSC, support during COVID 19

22.4.2020 MP G Williamson- CFRs duties

28.4.2020 M Jenkinson Members update Covid 19

28.4.2020 S Clarke MP

29.4.20 SPCA newsbulletin

6.5.2020  M Sutton update on Covid-19 funding

12.5.2020 Spca news bulletin 7.5.2020

12.5.2020 CCU elected members brief

13.5.2020 Pension newsletter (hr group)

14.5.2020 SPCA news bulletin

18.5.2020 SCC Members update

18.5.2020  Street Scene update

Use of devolved powers

• £67- new icicles (xmas lights) for the Village Hall
• £27.99 book from conference on public safety
• £6.00 book form conference on flexible working
• £225 ICtechnology- Laptop for A/Clerk to aid homeworking. Funds from reserves (office furniture) saving account moved to general reserves  to cover cost
• ‘No objection’ submitted for planning app 19/00904/FUL
• Approved work with to remove two identified benches at Marston £120, install one bench and reinstate concrete £180. Reinstate eroded edges at Marston and Primrose £280
• £2000 grant applied for from SSC to aid crime prevention, received early April
• 100 smart water kits sent purchased, 11 signs for the parish purchased (£35 plus vat each)
• Covid-19 response policy implemented
• Highly infectious disease policy implemented
• Office cleaning products £5.00
• Face (surgical )masks £9.99
• Gloves for volunteer use £9.50
• Bug and inset houses purchased
• 4.2020 Cable ties brought for VO £11.49
• 4.2020 Local info on services sheet sent out
• Employee hand book update with ‘Jacks’ Law’
• Virtual meeting policy implemented
• Reserve pot created for Crime Prevention. £600 remaining from the SCC funding towards smart water. This is to be used for future crime prevention only
• Mobile phone for assistant clerk with data for work £23.50 per month for two years
• Five year contract with Ricoh for new printer returned £69.38 per quarter
• £24.99 and £29.99 keyboards for laptops for office staff (fx card)
• £19.99 Laptop riser for office staff (fxcard)
• Councillor tablets (Samsung Galaxy A tb) purchased from Microshade at a cost of £206 ea, plus £16.25 ea configuration, £36ea protection and a drop box system set up at £25 plus £2 per month
• Zoom conference meetings purchased for £11.99 (plus vat) per month to enable virtual meetings
• Hosting agreement for defibs sent out to all hosts, letter of expectation sent to WA CFRs

Resolved report accepted.

Cllr Sutton was  invited to talk on County matters. SCC have been active during lockdown, a brief outline follows:

Priorities have been set to the government guidance

A care support system was put in place for care homes where SCC staff moved from roles to assist in care homes where staff was needed. Staff have moved undertaking various roles, lots involved with food deliveries

Approximately 2000 food packages have been delivered.

The call handling system was increased to take the call load.

Around 2 million pieces of ppe have been shared around the county.

Virtual meetings have been held, cabinet meetings are still going ahead via Teams. Most staff have adapted to the move and progressing

All staff had laptops and SCC were fortunate to be able to action the closure of offices swiftly. Working with schools to ensure vulnerable children are identified. Social workers are still meeting on a one to one basis and referrals from schools are still; being made. A lot of literature has been distributed about scams in the county, this is a concern.

Lots of voluntary groups have developed and have offered an outstanding support structure.

Help is available for smaller businesses with funding.

From Monday 1st June schools will slowly begin to reopen, schools are provided with PPE packs.

Almost one million pounds from the government has been received to aid infection control and support the care homes.

Remote family hubs have been set up where families can get advice and support.

Starting to move away from dealing with the infection and how to move out of and recover from the impact.

12. Financial matters

Resolved:

1. To accept the Financial Summary to 31^st March 2020
2. To accept the 2019/20 Balance Sheet
3. To accept the Annual Return Governance Statement
4. To accept the Annual Return Accounting Statement
5. To accept the Internal Independent Auditor’s Report
6. To accept the inspection period (3^rd June -14^th July) Noted that this year this will be done remotely (where possible) due to the Coronavirus Pandemic
7. To accept payments/decisions made under delegated powers

13.Policies

Resolved to adopt the following policies:

• Document Retention and disposal Policy
• Expense policy
• Whistle Blowing Policy
• Paternal pay and leave policy
• Maternal pay and leave policy
• Sickness and absence policy
• Homeworking policy
• Flexible working policy
• Emergency Dependant leave policy
• Asset and disposal policy
• Annual Leave policy

14.Review

Resolved: the below policies have been reviewed and accepted

• Insurance policy
• Code of Conduct
• Financial Regulations
• Asset Register
• Scheme of Delegation
• Complaints Procedure
• Media Policy
• FOI Scheme
• Internal Governance
• GDPR Privacy

Privacy for Staff, Councillors and role holders

Personal Data Breech

Retention

Response Procedure

15. Land for Sale at Lapley

Consideration was given to the purchase an area of land approx. 0.98acres at £20,000. Resolved to defer to the next meeting as there was not a Lapley ward member present

Suspended standing orders 8.55pm to allow time to ‘clap for our carers’ during the Coronavirus pandemic. Cllr Sutton left the meeting

8.10pm meeting reconvened and standing orders imposed

16. SID relocation

Resolved to purchase a mobile SID (speed indicator device £2495 for device, £399 for solar pack, £45 spare bracket, £48 spare battery) from Morelock and install a third post at Lapley Road. Precise location is to be determined by the CSW and suggested to SCC. A cost for this cannot be confirmed at this point, it is expected that the post will cost £800 plus any traffic measures required (TBC) Cllr Sutton has committed half of the cost of the post from the SCC member budget. An additional post for Stretton will be considered in the future

A £4000 budget was previously set.

17. Office

Resolved

Council would like to implement home working on a permanent basis. Forward planning and HR to investigate this going forward and make a recommendation to full council. PC appreciate that there will be an initial cost before savings are made.

Clerk and assistant clerk are happy to work from home, clerk would need a structure for storage and office space to enable efficient running of the parish council from her home address

The lease at the business hub is due to end in January 2021, the current office space offered is £287.50 pcm  with an annual increment.

18. General Power of Competence

Resolved to reaffirm the General Power of Competence as the conditions stated have been met: a) the number of Councillors elected at the last ordinary election, or at a subsequent by-election, equals or exceeds two thirds of its total number of Councillors (does not include co-options since the election) b) The Parish Clerk holds at least one of the sector specific

19. Items for future

Each councillor may use this opportunity to report on matters of information not included elsewhere on the agenda and to raise items for future agendas. Councillors are respectfully reminded that this is not an opportunity for debate or decision making.

• Land at Lapley for sale
• Freight Hub update
• Birkenshaw Lane
• Broadholes play area

20. Date of next meeting: Thursday 2^nd July 7pm via Zoom conferencing systems, anyone wishing to attend is to email the Clerk or Assistant Clerk for the meeting details

Meeting closed   8.40pm

Signed…………………………………………..Chairman……………………….

Council Attendance

Financial Summary – Cashbook

Summary between 01/04/19 and 31/03/20 inclusive.

Balances at the start of the year

Ordinary Accounts

Barclays savings account                                                                                                 £84,823.62

Fair FX prepaid card                                                                                                             -£95.41

Unity Trust – Current Account                                                                                           £24,066.44

Unity trust working reserves                                                                                                     £0.00

Total                                                                                                                             £108,794.65

RECEIPTS                                                                                Net                         Vat                  Gross

Parish Council                                                              £120,968.24                     £0.00          £120,968.24

Total Receipts                                                              £120,968.24                     £0.00          £120,968.24

PAYMENTS                                                                              Net                        Vat                    Gross

Parish Council                                                              £121,773.54            £11,996.13            £133,769.67

Total Payments                                                            £121,773.54            £11,996.13            £133,769.67

Closing Balances

Ordinary Accounts

Barclays savings account                                                                                                 £60,450.58

Fair FX prepaid card                                                                                                               £71.66

Unity Trust – Current Account                                                                                           £18,978.30

Unity trust working reserves                                                                                             £16,492.68

Total                                                                                                                               £95,993.22

Uncleared and Unpresented effects

Unity Trust – Current Account                                                                                               -£330.00

Statement Closing Balances

Ordinary Accounts

Barclays savings account                                                                                                 £60,450.58

Fair FX prepaid card                                                                                                               £71.66

Unity Trust – Current Account                                                                                           £19,308.30

Unity trust working reserves                                                                                             £16,492.68

Total                                                                                                                               £96,323.22