You are here by summoned to attend a meeting of Lapley, Stretton and Wheaton Aston Parish Council, which will be held on Thursday 5^th December 2019 at 7.30pm at Lapley and Wheaton Aston Village Hall.

The Council, members of the public and the press may record/film/photograph or broadcast this meeting when the public and the press are not lawfully excluded. Any member of the public who attends a meeting and objects to being filmed should advise the Parish Council Manager (in advance) who will instruct that they are not included in the filming.

In order to comply with the Data Protection Act 1998, all persons attending this meeting are hereby notified that this meeting will be tape-recorded by the Parish Council.  The purpose of taping is that recordings act as an aide-memoire to assist the Parish Council Clerk in the compilation of minutes.

Please ensure that all mobile phones are switched to silent during the Parish Council meeting.

124. Apologies                                                                                                                              -decision                 

To receive and accept  apologies.                                                                                                     

125. Declarations of interest and dispensations                                                                   -information

To receive declarations of interest and consider dispensation requests & Code of Conduct.       –

The only way in which a Councillor can speak about business in which they have an interest is if they have been granted a dispensation by their council. A request for a dispensation has to be made in writing to the Clerk (in advance of the meeting) and to be granted by decision of the Council.

126. Signing of the minutes -decision                                                                 

To approve and sign the minutes of the meeting of 24^th October 2019 and to note the (unapproved) minutes of the Defibrillator meeting held on 18^th November 2019

127. VE75 Celebration presentation from the Historical Society
128. Dog Walk extension
129. Website review
130. Clerks report                                                                                                                  -information

To receive report from the Parish Clerk

104.   Policing matters                                                                                                             -information

           To receive the report from the County Council

105.  District report                                                                                                                 -information

To receive the report from the District Council.                                                                           –decision

106. County report                                                   .                                                            –information

To receive the report from the County Council

107. Financial matters                                                                                                          -decision

To consider financial matters including:

1. To approve the expenditure for October and November 2019
2. To receive the Financial Comparison to 30^th November  2019
3. To receive the Financial Summary to 30^th November 2019
4. To note payments/decisions made under delegated powers
5. To note payments/decisions made under delegated powers
6. To approve the budget and set the precept request
7. New bank account confirmation
8. Planning recommendations                   -decision

To consider planning matters including

1. planning application 19/00821/FUL
2. . Applications received after papers have been issued
3. List of planning decisions received since last meeting
4. Enforcement cases-
5. To note responses sent under delegated powers-
6. Spatial Housing Review Consultation -decision
7. Grant request

• Community first responders

111. Wild Verges -decision
112. Policies -decision

• Disciplinary Policy
• Grievance Policy

113. Update on office move and storage
114. Dog walk extension -decision
115. VE75 commemoration/celebration -decision
116. HGV accessibility issues on Mill Lane -information/decision
117. Speeding issues: -information/decision
118. Update on A5
119. Ivetsey Road
120. Working group reports: – information/decision                                                                                                                                                                                        

• Christmas Lights
• Maintenance: Projects for 2020

1. To purchase a VE75 memorial bench for Marston Field
2. To finish installing defibrillators in the Parish
3. Co-ordinate office move
4. To consider climate change, create a plan and go paperless.
5. To purchase Councillor tablets and relevant software
6. To take on the maintenance of the Village Green WA and land off Primrose Close from SSC
7. Replace edging on the play equipment at Marston Field
8. Accept quotation for required works on Playdale Equipment (£1140)

Current projects:

1. Use existing topsoil to replace eroded area around bench by equipment (MF)
2. Remove ‘leaf’ bench (MF) and concrete (to be replaced in 2020)
3. Continue with play area repairs as required
4. Cut back trees for better CCTV access
5. Scheme of Management and Village Green registration for Lapley Green
6. Defib installation
7. SID installation

119. Agenda summons                                                                                            -decision
120. 120. Items for future                                      

Councillors are respectfully reminded that this is not an opportunity for debate or decision     making.

121. 121. Date of next meeting: Thursday 16^th January  at 7.30pm at Lapley and Wheaton Aston    Village Hall

122.PUBLIC BODIES (ADMISSION TO MEETINGS) ACT 1960

In pursuance of the powers contained in section 1 of the above act, I move that the press and public be now

excluded from the meeting on the grounds that the business about to be transacted is of a confidential nature

and that publicity will be prejudicial to the public interest

123. HR                              

Parish Council Clerk Mrs A Watson, 3 March 2020

Crime and Disorder Implications

Section 17 of the Crime and Disorder Act 1998 places a duty on local authorities to consider the

crime and disorder implications when exercising its functions with due regard to the likely effect

of the exercise of those functions  and to do all that is reasonably can to prevent crime and

disorder in its area. Where relevant any decisions made at the Parish Council meeting have taken this duty of Care into consideration.

Supporting Paperwork

Clerks Report

Information

17.10.19 – Fly tipping opposite Marston Field bottom field reported to SSC.

Planning app 19/00661/LUP approved (defib at Lapley Green phone kiosk)

Highways Ref: 4169531 – work on the gully on Long Street completed.

20.11.19 Fly tipping by Mottey Meadows entrance reported

20.11.19 Emergency road closure Garden Lane Stretton https://one.network/downloads/tm/emerg-ttro-road-closures-115564160-3195387.pdf

Maintenance

Consultation

Spatial Housing Strategy Public Consultation South Staffs Council closes 12.12.19

Cannock Chase Special Area of Conservation consultation ends 29.11.19

Meetings/Events

4.11.19 Defib meet at Stretton Lodge Nursery

7.11.19 Meeting with Cllr Dadd

12.11.19 Post office meet

14.11.19 View proposed council office

14.11.19 SGS to install software

SSC CEO meet

18.10.10 – 9.30am Defib meeting.

19.11.19 HR WG

19.11.19 Xmas WG

23.11.19 Xmas light switch on event

26.11.19 Budget- finance and maintenance WG meet

2.12.19 SPCS AGM- Stafford

Training/CPD

Accessibility- ongoing

GDPR- ongoing

Clerks updates received

Items emailed to councillors

23.10.19 SSC Spatial housing consultation

7.11.19 SPCA bulletin

11.11.19 Planning Application 19/00821/FUL

11.11.19+ SSC Purdah guidance

12.11.19 SCC Closed churchyard special report

14.11.19 SPCA news bulletin

14.11.19 SSC consultation on phone kiosks

21.11.19 SPCA Newsbulletin

27.11.19 SSC Tree policy

27.11.19 Concerns on parking at Mill Lane

28.11.19 SPCA newsbulletin

Use of devolved powers

£938 vired from Election reserve to election general funds

£2000 vired from Long term project reserve to defibs

New budget heading created for CCTV, £8000 vired from Drainage reserve to CCTV budget

Afeb to reduce tree overhanging from Broadholes Lane

Lapley Stretton & Wheaton Aston Parish Council

Expenditure transactions – payments approval list   Start of year 01/04/19

Tn no  Cheque          Gross  Heading Invoice     Details                                                            Cheque

date

152  fp52567935              £8.10                  24/10/19        Mrs Karen Daker – Expenses – Oct                                      £8.10

kd

1                              £8.10  100/18/3                        milage

153  fp43705923           £270.00                  24/10/19        The Play Inspection Company Ltd – 2019 Annual                   £270.00

pic                                                        Inspection

1                            £78.00  140/8/1                         Primrose Play Area

2                            £78.00  140/8/3                         Broadholes Leisure Garden

3                           £114.00  140/8/2                         Marston Field

154  fp55662570            £22.95  100/18/2      24/10/19        Cllr V Renfrew –                                                           £22.95

6vr

155  fp91132793        £1,080.49  120/1/1       24/10/19        Ditton Services – Grounds Maintenance – 7th                      £1,080.49

5ds                                                        Instalment

156  fp75443653           £330.00  100/26        24/10/19        Lapley With Wheaton Aston Parochial Church Council            £330.00

3pcc                                                        – Well Being Sessions

157  fp97416523            £39.43  100/4/1       24/10/19        South Staffordshire District Council – Newsletter                      £39.43

ssc                                                        2019-3

158  fp37570838            £40.50                  24/10/19        Mrs Amy Watson – Expenses – Oct 2019                              £40.50

0aw

3                            £40.50  100/18/1                        Milage

159  fp45065518            £73.60  100/6/1       24/10/19        Wheaton Aston Village Hall Management Committee –              £73.60

5wavh                                                        Hall Hire July/Aug/Sept 2019

165  fp39765287            £16.03                  24/10/19        Mr. Malcolm Bissell – Expenses – Sep                                 £16.03

0mb

1                              £6.75  100/18/4                        Milage

2                              £4.29  120/1/5                         Screws

3                              £4.99  120/1/5                         Keys

167  fp36169646        £2,526.00  120/1/2       24/10/19        A F E B Limited – Tree Works                                       £2,526.00

afeb

168  fp75480538            £18.24  120/1/6       24/10/19        Weston Sawmill & Nursery – Rails                                      £18.24

ws

Sub Total                         £4,425.34

£2,491.44                                    Confidential

Total                           £6,916.78

Declaration: I declare that the information given on this Application Form is true to the best of my knowledge and belief

Signed.. Position in Organisation 20.09.2019……………………………Date………………Treasuer

Please return completed form to: The Parish Council Clerk, Lapley, Stretton and Wheaton Aston Parish Council, Office F7, The Business Hub, Wolverhampton Road, Codsall, Stafford, WV8 1PE.                                    Email: [email protected]Tel: 01902 842556

Grant Applications – Data Protection – What you need to know.

Data Controller – We Lapley, Stretton and Wheaton Aston Parish Council are a ‘controller’ of your personal data (“yourinformation”). Our addressis Office F7, The Business Hub, Wolverhampton Road, Codsall, Stafford, WV8 1PE.                                    Our Telephone number is  01902 842556

Purpose and Lawful Basis of Processing – We process your information to enable us to progress applications for grants and to determine the same. We do so in the public interest.

Who We May Share Information with – We will share your information with Parish Councillors to enable applications to be considered and determined.

Retention – We will retain your information for six years after the financial year in which the application is determined.

Your rights – You have the right to request access to your information; to have incorrect information rectified; to have your information erased and to have our use of your information restricted.

Complaints – If you are unhappy about the way we have processed your information please speak to the Clerk to the Parish Council in the first instance. However, notwithstanding this you do have the right to complain to the Information Commissioner.

Lapley, Stretton and Wheaton Aston Parish Council

 DISCIPLINARY POLICY

Introduction

• This policy is based on and complies with the 2015 ACAS Code of Practice

(http://www.acas.org.uk/index.aspx?articleid=2174). It also takes account of the ACAS guide on discipline and grievances at work.

https://www.acas.org.uk/media/1043/Discipline-and-grievances-at-work-The-Acas-guide/pdf/DG_Guide_Feb_2019.pdf

The policy is designed to help Council employees improve unsatisfactory conduct and performance in their job. Wherever possible, the Council will try to resolve its concerns about employees’ behaviour informally, without starting the formal procedure set out below.

• The policy will be applied fairly, consistently and in accordance with the Equality Act 2010.
• This policy confirms:
• informal coaching and supervision will be considered, where appropriate, to improve conduct and / or attendance
• the Council will fully investigate the facts of each case
• the Council recognises that misconduct and unsatisfactory work performance are different issues. The disciplinary policy will also apply to work performance issues to ensure that all alleged instances of employees’ underperformance are dealt with fairly and in a way that is consistent with required standards. However, the disciplinary policy will only be used when performance management proves ineffective. For more information see ACAS “Performance Management” at https://www.acas.org.uk/index.aspx?articleid=6608
• employees will be informed in writing about the nature of the complaint against them and given the opportunity to state their case
• employees will be provided, where appropriate, with written copies of evidence and relevant witness statements in advance of a disciplinary hearing
• employees may be accompanied or represented by a companion – a workplace colleague, a trade union representative or a trade union official – at any investigatory, disciplinary or appeal meeting. The companion is permitted to address such meetings, to put the employee’s case and confer with the employee. The companion cannot answer questions put to the employee, address the meeting against the employee’s wishes or prevent the employee from explaining his/her case
• the Council will give employees reasonable notice of any meetings in this procedure. Employee must make all reasonable efforts to attend. Failure to attend any meeting may result in it going ahead and a decision being taken. An employee who does not attend a meeting will be given the opportunity to be represented and to make written submissions
• if the employee’s companion is not available for the proposed date of the meeting, the employee can request a postponement and can propose an alternative date that is within five working days of the original meeting date unless it is unreasonable not to propose a later date
• any changes to specified time limits in the Council’s procedure must be agreed by the employee and the Council
• information about an employee’s disciplinary matter will be restricted to those involved in the disciplinary process. A record of the reason for disciplinary action and the action taken by the Council is confidential to the employee. The employee’s disciplinary records will be held by the Council in accordance with the General Data Protection Regulation (GDPR)
• audio or video recordings of the proceedings at any stage of the disciplinary procedure are prohibited, unless agreed by all affected parties as a reasonable adjustment that takes account of an employee’s medical condition
• employees have the right to appeal against any disciplinary decision. The appeal decision is final
• if an employee who is already subject to the Council’s disciplinary procedure raises a grievance, the grievance will normally be heard after the completion of the disciplinary procedure
• disciplinary action taken by the Council can include a written warning, final written warning or dismissal
• this procedure may be implemented at any stage if the employee’s alleged misconduct warrants this
• except for gross misconduct when an employee may be dismissed without notice, the Council will not dismiss an employee on the first occasion that it decides there has been misconduct
• if an employee is suspended following allegations of misconduct, it will be on full pay and only for such time as is necessary. Suspension is not a disciplinary sanction. The Council will write to the employee to confirm any period of suspension and the reasons for it,

the Council may consider mediation at any stage of the disciplinary procedure where appropriate (for example where there have been communication breakdowns or allegations of bullying or harassment). Mediation is a dispute resolution process that requires the consent of affected parties

GRIEVANCE POLICY

Introduction

1. This policy is based on and complies with the 2015 ACAS Code of Practice (http://www.acas.org.uk/index.aspx?articleid=2174. It also takes account of the ACAS guide on discipline and grievances at work. (https://www.acas.org.uk/media/1043/Discipline-and-grievances-at-work-The-Acas-guide/pdf/DG_Guide_Feb_2019.pdf ). It aims to encourage and maintain good relationships between the Council and its employees by treating grievances seriously and resolving them as quickly as possible. It sets out the arrangements for employees to raise their concerns, problems or complaints about their employment with the Council. The policy will be applied fairly, consistently and in accordance with the Equality Act 2010.
2. Many problems can be raised and settled during the course of everyday working relationships. Employees should aim to settle most grievances informally with their line manager.
3. This policy confirms:

• employees have the right to be accompanied or represented at a grievance meeting or appeal by a companion who can be a workplace colleague, a trade union representative or a trade union official. This includes any meeting held with them to hear about, gather facts about, discuss, consider or resolve their grievance. The companion will be permitted to address the grievance/appeal meetings, to present the employee’s case for his /her grievance/appeal and to confer with the employee. The companion cannot answer questions put to the employee, address the meeting against the employee’s wishes or prevent the employee from explaining his/her case.
• the Council will give employees reasonable notice of the date of the grievance/appeal meetings. Employees and their companions must make all reasonable efforts to attend. If the companion is not available for the proposed date of the meeting, the employee can request a postponement and can propose an alternative date that is within five working days of the original meeting date unless it is unreasonable not to propose a later date
• any changes to specified time limits must be agreed by the employee and the Council
• an employee has the right to appeal against the decision about his/her grievance. The appeal decision is final
• information about an employee’s grievance will be restricted to those involved in the grievance process. A record of the reason for the grievance, its outcome and action taken is confidential to the employee. The employee’s grievance records will be held by the Council in accordance with the General Data Protection Regulation (GDPR)
• audio or video recordings of the proceedings at any stage of the grievance procedure are prohibited, unless agreed by all affected parties as a reasonable adjustment that takes account of an employee’s medical condition
• if an employee who is already subject to a disciplinary process raises a grievance, the grievance will normally be heard after completion of the disciplinary procedure
• if a grievance is not upheld, no disciplinary action will be taken against an employee if he/she raised the grievance in good faith
• the Council may consider mediation at any stage of the grievance procedure where appropriate, (for example where there have been communication breakdowns or allegations of bullying or harassment). Mediation is a dispute resolution process which requires the consent of affected parties
• Employees can use all stages of the grievance procedure If the complaint is not a code of conduct complaint about a councillor. Employees can use the informal stage of the council’s grievance procedure (paragraph 4) to deal with all grievance issues, including a complaint about a councillor Employees cannot use the formal stages of the council’s grievance procedure for a code of conduct complaint about a councillor. If the complaint about the councillor is not resolved at the informal stage, the employee can contact the monitoring officer of [[ ] council] who will inform the employee whether or not the complaint can be dealt with under the code of conduct. If it does not concern the code of conduct, the employee can make a formal complaint under the council’s grievance procedure (see paragraph 5)
• If the grievance is a code of conduct complaint against a councillor, the employee cannot proceed with it beyond the informal stage of the council’s grievance procedure. However, whatever the complaint, the council has a duty of care to its employees. It must take all reasonable steps to ensure employees have a safe working environment, for example by undertaking risk assessments, by ensuring staff and councillors are properly trained and by protecting staff from bullying, harassment and all forms of discrimination
• If an employee considers that the grievance concerns his or her safety within the working environment, whether or not it also concerns a complaint against a councillor, the employee should raise these safety concerns with his or her line manager at the informal stage of the grievance procedure. The council will consider whether it should take further action in this matter in accordance with any of its employment policies (for example its health and safety policy or its dignity at work policy) and in accordance with the code of conduct regime

Informal grievance procedure

4. The Council and its employees benefit if grievances are resolved informally and as quickly as possible. As soon as a problem arises, the employee should raise it with his/her manager to see if an informal solution is possible. Both should try to resolve the matter at this stage. If the employee does not want to discuss the grievance with his/her manager (for example, because it concerns the manager), the employee should contact the Chairman of the staffing committee or, if appropriate, another member of the staffing committee. If the employee’s complaint is about a councillor, it may be appropriate to involve that councillor at the informal stage. This will require both the employee’s and the councillor’s consent.

Formal grievance procedure

5. If it is not possible to resolve the grievance informally and the employee’s complaint is not one that should be dealt with as a code of conduct complaint (see above), the employee may submit a formal grievance. It should be submitted in writing to the Chairman of the staffing committee.
6. The staffing committee will appoint a sub-committee of three members to hear the grievance. The sub-committee will appoint a Chairman from one of its members. No councillor with direct involvement in the matter shall be appointed to the sub-committee.

Investigation

7. If the sub-committee decides that it is appropriate, (e.g. if the grievance is complex), it may appoint an investigator to carry out an investigation before the grievance meeting to establish the facts of the case. The investigation may include interviews (e.g. the employee submitting the grievance, other employees, councillors or members of the public).
8. The investigator will summarise their findings (usually within an investigation report) and present their findings to the sub-committee.

Notification

9. Within 10 working days of the Council receiving the employee’s grievance (this may be longer if there is an investigation), the employee will normally be asked, in writing, to attend a grievance meeting. The written notification will include the following:

• the names of its Chairman and other members
• the date, time and place for the meeting. The employee will be given reasonable notice of the meeting which will normally be within 25 working days of when the Council received the grievance
• the employee’s right to be accompanied by a workplace colleague, a trade union representative or a trade union official
• a copy of the Council’s grievance policy
• confirmation that, if necessary, witnesses may attend (or submit witness statements) on the employee’s behalf and that the employee should provide the names of his/her witnesses as soon as possible before the meeting
• confirmation that the employee will provide the Council with any supporting evidence in advance of the meeting, usually with at least two days’ notice
• findings of the investigation if there has been an investigation
• an invitation for the employee to request any adjustments to be made for the hearing (for example where a person has a health condition).

The grievance meeting

10. At the grievance meeting:
    • the Chairman will introduce the members of the sub-committee to the employee
    • the employee (or companion) will set out the grievance and present the evidence
    • the Chairman will ask the employee questions about the information presented and will want to understand what action does he/she wants the Council to take

• any member of the sub-committee and the employee (or the companion) may question any witness
  • the employee (or companion) will have the opportunity to sum up the case
  • a grievance meeting may be adjourned to allow matters that were raised during the meeting to be investigated by the sub-committee.

11. The Chairman will provide the employee with the sub-committee’s decision, in writing, usually within five working days of the meeting. The letter will notify the employee of the action, if any, that the Council will take and of the employee’s right to appeal.

The appeal

12. If an employee decides that his/her grievance has not been satisfactorily resolved by the sub-committee, he/she may submit a written appeal to the staffing committee. An appeal must be received by the Council within five working days of the employee receiving the sub-committee’s decision and must specify the grounds of appeal.
13. Appeals may be raised on a number of grounds, e.g.:
    • a failure by the Council to follow its grievance policy
    • the decision was not supported by the evidence
    • the action proposed by the sub-committee was inadequate/inappropriate
    • new evidence has come to light since the grievance meeting.
14. The appeal will be heard by a panel of three members of the staffing committee who have not previously been involved in the case. There may be insufficient members of the staffing committee who have not previously been involved. If so, the appeal panel will be a committee of three Council members who may include members of the staffing committee. The appeal panel will appoint a Chairman from one of its members.
15. The employee will be notified, in writing, usually within 10 working days of receipt of the appeal of the time, date and place of the appeal meeting. The meeting will normally take place within 25 working days of the Council’s receipt of the appeal. The employee will be advised that he/she may be accompanied by a workplace colleague, a trade union representative or a trade union official.
16. At the appeal meeting, the Chairman will:
    • introduce the panel members to the employee
    • explain the purpose of the meeting, which is to hear the employee’s reasons for appealing against the decision of the staffing sub-committee
    • explain the action that the appeal panel may take.
17. The employee (or companion) will be asked to explain the grounds of appeal.
18. The Chairman will inform the employee that he/she will receive the decision and the panel’s reasons, in writing, within five working days of the appeal meeting.
19. The appeal panel may decide to uphold the decision of the staffing committee or substitute its own decision.
20. The decision of the appeal panel is final.

Grant Application to Lapley, Stretton & Wheaton Aston Parish Council

Financial Summary

Name of Organisation          ……WACFRS………………………………………………………………………………….

Receipts and Payments for the year ending         …..2019………………………………………………………