Minutes of the Meeting of Eccleshall Parish Council held on 17^th April 2024

A meeting of Eccleshall Parish Council was held at Broughton Parish Rooms on 17^th April 2024 at 7.30pm. This meeting was followed by a meeting of the Planning Committee at 9.45pm.

  46/24).  Present were:-

Councillor R. Taylor (Chairman)                   Councillor G. Dale

Councillor M. Gosling                                     Councillor C. Wilkins

Councillor A. Reid                                           Councillor R Langford

Councillor B. Delanchy                                 Councillor D. Hill

Councillor S. Mifflin                                        Councillor S. Perren

Councillor D. Feneysey                                  Councillor P. Jones

Councillor S. Kean

Mrs Stacey Worden (Clerk)

27 members of the public

   47/24). Apologies were received from Cllrs. Ryan-Bloor, Hall, and Borough and County Councillor Pert.

   48/24).  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.

   49/24).  Public Participation:

Accident at Broughton Parish Rooms (BPR):- Three members of the public, representing the majority of those in attendance, spoke to raise safety concerns in relation to the highway and junctions in the immediate vicinity of BPR. There was a serious incident on the 7^th April whereby a car travelling at speed along the B5026 lost control and crashed, demolishing a hedge, knocking over a telegraph pole, and eventually landing on and crushing a parked car (which had someone inside) and damaging another car, both of which have been written off. Issues raised included the poor lighting around a well-used community space, inadequate highway signposting and the 60mph speed limit being unsuitable for the two junctions and for the safety of those pulling out from BPR car park. The Council agreed to write to County Cllr. Pert to bring this to his attention and it will also be added to the July Traffic Management agenda for discussion. Residents were advised they could also write to raise concerns and start a petition via the County Council website.

Footpaths on Sancerre Grange:– Residents raised concerns about the unsuitability of the footpath surfaces on Sancerre Grange, which have been washed away.  The resulting surface has caused accidents and is unsuitable for pedestrians and inaccessible to wheelchair users and cyclists. Vistry have been petitioned to replace the surfaces with tarmac, but instead they are replacing it with the same unsuitable materials. 2 paths were previously tarmacked, but 4 paths are still in an unsuitable condition for use. Vistry have been made aware of this numerous times by residents but are not providing a suitable resolution. Cllrs. Reid and Jones agreed to work with residents to raise concerns with Stafford Borough Council enforcement and to lobby further with Vistry.

(24 of the members of the public left the meeting at this point).

   50/24). To approve the minutes of the Parish Council meeting held on 20^th March 2024.

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

  51/24). Eccleshall Festival – update from Lorraine Conkey, event organiser

The Council were provided with a summary of the planned activities and logistical preparations undertaken to date. The festival will involve local businesses, community organisations, local sports clubs and Holy Trinity Church, as well as additional live entertainment on a stage and many other stalls. Charities will not be required to pay a pitch fee for a stall. The High Street will be closed from 9-7pm, with the event running from 12-6pm. Parking options are being considered to improve accessibility.

  52/24). Positive Mindset Counselling – overview and proposal for supporting residents:

The Council was given a summary of the work undertaken by the company, who offer a range of counselling services and also work with local charitable organisations. The counsellor outlined a proposal to provide a number of subsided counselling sessions to those who were unable to afford the full cost and are requesting a grant to support this initiative. This would be taken back to the P&R committee for its further consideration.

  53/24).  Report from the Borough Councillor, County Councillor, and police representatives:

Cllr. P. Jones attended a tree planting to celebrate the 50^th anniversary of the formation of the Borough Council.  He advised the monthly drop ins at the library are ongoing.

PCSO Lisa Powell was in attendance and provided incident and crime statistics for wards within Eccleshall. It was thought that the police wards do not reflect the parish ward boundaries which makes it difficult to consider the reports in line with activity in councillor ward areas. It was agreed for the Clerk to provide Lisa with our ward and parish boundaries to see if these can be matched up in future reports.

(There were no members of the public left in attendance after this item.)

  54/24). Committee Updates:

    Traffic Management:

• The minutes of the meeting held on the 3^rd April 2024 were noted.
• The council noted the decision to form a working group, reporting to full council, to consider and prepare a long-term vision for the town centre to include parking, traffic and related issues. Membership will consist of Cllrs. Langford, Perren, Hall, Hill, Reid, Gosling, Dale and Taylor.

 Footpaths:

• Progress is being made on the project to install noticeboards in Big Bishops Wood, with positive input from Forestry England on the content. A large noticeboard is planned for the central area where several rights of way meet, plus 2 smaller boards at the east and south entrances. Subject to a final content adjustment, this will be sent to Creative for their design input. Members were asked if Forestry England would consider seating at the central area, and this will be put forward.

Enhancements:

• The minutes of the meeting held on the 3^rd April 2024 were noted.
• It was resolved to approve the recommendation to replace a log within the log walk play area at a cost of £120 plus VAT.
• It was resolved to approve the recommendation to proceed with re-painting of the woodwork at Croxton play area and replacement of two fence posts at a cost of £906.65 for the painting and £85 for the posts.
• It was resolved to approve the recommendation to award the watering contract to Perry’s of Eccleshall at a cost of £7860, plus the option to extend the contract by two weeks if needed.
• It was resolved to approve the action to proceed with repairs to the Coach and Horses railings via an insurance claim with £250 excess and to recommend acceptance of the quote by P. Cartwright to undertake the repairs.
• It was resolved to approve the recommendation to continue with the second year of the Lengthsman contract.
• The first working group meeting for the Beech Road play area project was held on the 11^th The group agreed to undertake a community survey, which is nearing completion for the distribution of a paper and online questionnaire, in order to determine what the community would like to see in the refurbished area. The next meeting is planned for the 14^th May.
• It was resolved to approve the quote for completion of the repair to the Pillar Clock at a cost of £690 plus VAT.

    Policy and Resources:

• There were no updates to report.

    Events:

• There were no updates to report.

  55/24).  Requirements and budget for marketing materials/catering in relation to the Community Showcase for Eccleshall Parish.

It was resolved to allocate a budget of up to £450 for the Community Showcase, to include printing and distribution of 2000 advertising flyers and the provision of light refreshments for all attendees.

  56/24).  To consider moving to a.gov.uk website domain in compliance with 2024 Practitioners guidance

It has been recommended that parish councils move to using domains and email addresses within the .gov.uk domain, in line with the updated practitioners guidance for councils. At present there is a grant of £100 available to pay for the initial registration fee with approved registrars, and the annual licence fee will be similar to the fees for the current domain. The website will continue to be managed by the County Council and the emails are supplied separately. It was resolved to approve moving to a .gov.uk and a budget of up to £200 allocated to cover any additional set up costs if needed. The Clerk will select a suitable domain provider from those recommended.

  57/24).  Update on the planned partnership with a community asset:

The Chair advised that Eccleshall Library volunteers have now been made aware of the intent of the Parish Council to partner with Staffordshire County Council in order to run Eccleshall Community Library from August 2024. Discussions are ongoing with regards to the logistics and lease agreement.

Members requested the Clerk to draw up a risk assessment to summarise the risks and responsibilities for each of the partner organisations.

  58/24).  Clerk’s report, containing liaison representative updates.

The report was received and noted.

  59/24).  Correspondence

• There was no correspondence to receive.

  60/24).  Chairman’s Report:-

• There were no further updates to report.

  61/24).  Financial Matters

• To accept the financial report and bank reconciliation to 31^st March 2024:

       It was resolved to accept the financial summary, which includes the bank reconciliation up to and  including 31^st March 2024.

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

• To approve accounts for payment April 2024:-

Authorisation was sought for payment of the following accounts:

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

• Outstanding payment for Eagle Street art: The artist has advised that the settlement figure for work completed to date to the street art stands at £800. Before approval, it was agreed to request if there is any resale value for the artwork or a scrap value for the metal used that could be deducted from the final figure. The Clerk will report back at the next meeting.
• To consider an application for financial support for Eccleshall Festival 2024: It was resolved to approve a grant of £750 towards the event.
• Membership of the Rural Village Services Group after expiry of the free membership period: It was resolved to not renew the membership.

   62/24).  A resolution was passed in accordance with Public Bodies (Admission to Meetings) Act 1960 to exclude the public and press for discussion of confidential staffing matters from the Staffing Committee meeting held on 9th April 2024:

Members received feedback from the Clerk’s appraisal report and the staffing committee advised there were no concerns raised, and the appraisal was completed satisfactorily.

One of the agreed actions from the appraisal was to continue to support the professional development of the Clerk and it was resolved to approve attendance at the 2024 SLCC National Conference, to be held in October, at a cost of £485 plus VAT.

   63/24).  Items / Date and Venue for next meeting:-

The annual meeting of the Parish Council is scheduled for 15^th May, Eccleshall Community Centre, 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 9.40pm.