Minutes of the Meeting of Eccleshall Parish Council held on 21^st June 2023

A meeting of Eccleshall Parish Council was held at Offley Hay Village Hall on 21^st June 2023 at 7.30pm. This meeting was followed by a meeting of the Planning Committee at 8.38pm.

92/23).   Present were:-

Councillor R. Taylor (Chairman)          Councillor B. Delanchy

Councillor G. Dale                              Councillor C. Wilkins

Councillor D. Hill                                 Councillor A. Reid (from 7.40pm)

Councillor L. Dale                               Councillor S. Perren

Councillor C. Ryan-Bloor                     Councillor R. Langford

Councillor S. Mifflin                            Councillor P. Jones

Mrs Stacey Worden (Clerk)

Borough and County Councillor J. Pert

Eight members of the public

93/23.)   Apologies were received from Cllrs. Hall and Kean.

94/23).  To consider Declarations of Interest and Councillor requests for dispensation relating to items on the agenda.

There were no requests to receive, and no declarations of interest were made.

95/23).  Public Participation:

There were eight members of the public in attendance. Two residents spoke on the following topics:

• Parking:- details of parking offences are still being passed to the local PCSO and instances of illegal parking seem to be reducing. The vehicle owners are receiving a letter from the PCSO to warn against parking illegally. The resident also asked if there have been any suggestions for parking solutions. It was advised that this will be considered by the Parking Working Group, and as a member, will be involved.
• Historical Society:– the resident provided historical information about the theory linking an eagle to the history of Eccleshall. It was due to the possibility of the Roman Emperor Vespasian camping near to Eccleshall, from diary information. However, no artefacts have been found in the area to prove this theory.

96/23).  Co-option of Councillor to Slindon Ward vacancy

There were no applications for the vacancy, which will be deferred to the next meeting on the 19^th July.

97/23).  To approve the minutes of the Annual Parish Council meeting held on May 17^th 2023.

The minutes, which had been previously circulated, were agreed and signed.

98/23).  Report from the Borough Councillor, County Councillor, and police representatives

Borough and County Councillor Pert provided a report. Updates included:

• It was anticipated that the Stafford Road closure will start w/c 26^th June, for one week, daytime only, to complete flood alleviation works near to Walton Hall Academy.
• Pert has requested information on how often parking wardens are visiting Eccleshall and how many instances of illegal parking have been recorded.
• Potholes at the top of Stafford Rd, Croxton and The Crescent have been submitted for repair as part of the extra funds made available for pothole repairs.
• The County Council has completed works to unblock gullies near Jacksons Marsh/Coppice to prevent recent flooding.
• A visit is planned by County Councillors to the BiFOR FACE woodland research site near Norbury.
• Pert is attending the upcoming LGA Conference in Bournemouth

Borough Councillor Jones provided a report. Updates included:

• Jones held a surgery on the 10^th June and the next will be on the 8^th July.
• The Mayor attended the recent Eccleshall Open Gardens event.

99/23).   To consider any requests by councillors regarding committee membership

It was resolved to approve:

• The addition of Cllr. Hall to the Enhancements committee membership.
• The addition of Cllr. Langford to the Business Plan working group and removal from the Young Persons working group.
• Removal of Cllr. L. Dale from the Staffing sub-committee.

100/23).   Committee Updates:

  Traffic Management:

• There were no updates to report.

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Footpaths:

• Work is ongoing with the circular walks project – the proof copies of the booklet are being checked before a print quotation is obtained.

Enhancements:

• The minutes of the meeting held on the 7^th June were noted.
• It was resolved to approve the following works to Croxton play area:
  • Rod Sheard to repair the playhouse and undertake refurbishment work to the slatted bench and multiplay area at a cost of £170, including materials.
  • Mifflin Garden services to undertake repair works to the 2 pedestrian gates, the play mushrooms and replace posts within the activity trail at a cost of £350 plus VAT, including materials.

  Policy and Resources:

• The minutes of the meeting held on the 7^th June were noted.
• It was resolved to approve the recommendation to award Bishops Lonsdale PTFA a £1,000 grant to contribute towards the new play equipment project.

  Events:

• There were no updates to report.

101/23).    Flooding:-

• A response from the County Flood has been received. Questions and responses are as below:
  • How can the Flood Authority advice for Eccleshall be updated to reflect incidents since Linacre? Specifically including the risks related to the combined sewer/drainage survey recently conducted by STW, which confirms the flood risks in Stafford Street and Castle Street due to pipe dimensions and flow junctions.

‘Whilst we are updating our priorities to better include flooding from foul water when investigating, sewer overflow regulation is a concern for the Environment Agency or OFWAT. If Water Company assets are found to be insufficient or otherwise compromised, then those Water Companies will take the lead on remedial action. However, in this location there may be additional drainage entering sewers. Hence, the County recommended that a fully integrated hydraulic model be undertaken that includes flooding from all sources to understand the actual risks; we have done this elsewhere where the flooding mechanisms are complicated and inter-related. The modelling in Eccleshall is currently underway being led by Severn Trent, and in partnership with the County.

We are updating practices to better reflect the additional risks foul flooding poses in flooding circumstances.’

• How can Eccleshall town be a “Top 5” area of concern for flooding in Sever Trent Water’s Staffordshire review, yet not even be mentioned by the County Flood Authority Team?

‘There are different priorities based on function.  Water companies focus on flooding from their sewer and sewerage assets whereas Lead Local Flood Authorities are primarily concerned with flooding from surface water, ordinary watercourses, and groundwater. Water companies are also increasingly concerned with regulation of storm overflows from a water quality perspective. The Environment Agency oversee water quality issues from storm overflows rather than the County.

In Eccleshall, Severn Trent are taking the lead on modelling and asset surveys and we are working in partnership with them.’

• A representative from Severn Trent has agreed to attend council meeting to talk about flooding issues and to view the live map. This is provisionally arranged for the October council meeting.

102/23).  To confirm the convening of a Civic Service and dates for consideration

It was agreed to continue to convene the Civic Service in October. St. Chads in Slindon will be contacted to ask if they are happy to hold the service, on a mutually agreeable date.

103/23).  Eagle Street Art:

Members received correspondence from a resident in relation to the street art, photos of the eagle in progress and notes from a recent, informal, on-site meeting to review possible locations. Meeting discussions included costs, safety and liability issues and mitigation of, and any alternative locations to be considered.

Prior to considering whether to proceed with the street art or not, it was resolved to approve for the Clerk to contact Vistry to request if they would consider the acquisition of some/all of the land adjacent to the Stafford Road. The land is the opposite verge to the original proposed site of the street art. In addition to siting the Eagle, the council would be able to maintain the land to a high standard with regular grounds maintenance.  A timeline of a maximum of 6 months to progress this option was agreed, with a progress report to be provided at the October meeting. A final decision will be made once a response has been received or 6 months, whichever is sooner.

104/23).  To consider dates and location options for a Parish Community Forum

It was resolved to book the main hall at the Community Centre for Monday 16^th October to hold a community forum.

105/23).  To consider a proposal for the Business Plan Working group review the council’s earmarked reserves for future projects and provide a report to the P&R committee for its consideration in September.

It was resolved to approve that the Business Plan Working group review the council’s earmarked reserves for future projects. The group will define achievable targets and, where practical, timelines for each earmarked project, and/or advise on whether the amount reserved is appropriate or should be adjusted. The group will work with the Clerk to ensure that proposed adjustments conform with relevant auditing guidelines and best practices. The group to report to the policy and resources committee in time for the Sept 6^th  meeting to allow discussion and recommendations for a decision by full council in the autumn.

106/23). To discuss a piece of unregistered land adjacent to Romford Meadow, issues relating to the trees sited on the land and consider any interest in taking on the land and its maintenance.

County and Borough Cllr. Pert has raised an issue brought to his attention by residents. There is a piece of land adjacent to Romford Meadow with a number of trees that are encroaching an adjacent property and may prove to be dangerous. The land is unregistered and there is no liability on any other public authority to maintain the land. The developer who originally purchased the land is no longer in business. The Council considered if there was any interest in registering the land within its ownership to preserve it as an amenity, which would also result in taking on liability for the trees on the land and undertaking remedial works to those trees and maintaining in perpetuity. It was resolved to research the costs involved in remedial works to the trees and grassed area, with ongoing regular maintenance costs to both. An informed decision will then be made at a future meeting as to the cost implications and if the Council wishes to take up maintenance and apply for ownership of the land. The Clerk will also look into the process for applying to adopt unregistered land.

107/23). To consider ideas for methods of engaging with the community in order to find what our residents want from the Council.

Members were requested to forward any suggestions to the Clerk, who will collate them into a document for consideration at the meeting in July.

108/23).  Clerk’s report, containing liaison representative updates.

The report was received and noted.

109/23).  Correspondence

• There was no further correspondence for consideration.

110/23).  Chairman’s Report:-

The Chairman advised that she recently met with Joss Pressland from Stafford Borough Council, with the Clerk in attendance, to discuss the adoption of Beech Road play area. Mr. Pressland was very positive about the idea and agreed to look into this for the Council. He also asked what issues were being experienced within the parish, and the need for additional parking spaces/car park and provision of EV charging points was noted.

111/23).  Financial Matters

• To accept the Financial report and bank reconciliation to 31^st May 2023:

       It was resolved to accept the financial summary, which includes the bank reconciliation up to and  including 31^st May 2023.

Payments made since the last full Council meeting were received and noted as follows:

• To approve accounts for payment June 2023:-

Authorisation was sought for payment of the following accounts:

All were in favour and the accounts will be paid accordingly.

112/23).  Items / Date and Venue for next meeting:-

The next meeting of the Parish Council is scheduled for 19^th July, Broughton Parish Rooms at 7.30pm. Agenda items can be forwarded to the Clerk for consideration.

There being no further business, the Chairman declared the meeting closed at 8.35pm.