Present: Cllr Frank Bunce Chairman Cllr Karen Dunn Cllr Wayne Hadley Cllr Clive Hill Cllr Jon Horton Cllr Jessica Rathbone Cllr Barbara Tocher Cllr Kim Wallace Cllr Donna Williams Clerk: Carole Cox & Franciska Giles Minutes of the Parish Council Meeting Wednesday, 6 February 2019 Parish Hall Elmdon Road Marston Green Public: 8 members of the public and 2 members from SMBC Before the meeting Cllr Frank Bunce gave an update on the changes to BMGPC administrative team. Cllr Frank Bunce introduced Franciska Giles the new clerk to the parish council. He said that Franciska Giles is a resident of Marston Green and has two children who attend the local schools. On behalf of the Parish Council Cllr Frank Bunce wished Franciska a long and happy association with the Parish Council. Cllr Frank Bunce then advised, that Carole Cox will still have an involvement, and that she will be taking on the role of financial officer to the Parish Council. Cllr Frank Bunce then went on saying that it would be remiss of him, on behalf of all councillors who have served this council over the last decade plus not to put on record their sincere thanks to Carole for the work she has done in her position as Clerk to the council. Cllr Frank Bunce and all the Councillors wish her every happiness in her semi-retirement. 2703 The Public Kerrie Grandison from SMBC Updated the public on upcoming road re-surfacing in and around Marston Green Answered Mr. Holdsworth s question on how long will Bickenhill Road be closed for during resurfacing Answered John Fox s question on Elmdon Lane Carpark ownership Promoted the newly set-up Friends of Marston Green Station voluntary based community group and encouraged the public to join Tammy Rowley from SMBC Updated the public on completed and upcoming ground maintenance works Page 1 of 7
Cllr Donna Williams Raised awareness of street and sign lights that are not working in and around Marston Green. Kerrie advised to log all fault related matters on 0121 704 6000 Trevor Wills Thanked BMGPC for his previous invitations to Committee meetings and he indicated that he found these meetings very beneficial in understanding what, why and how the BMGPC conduct their business. Trevor also expressed his eagerness to continue to work with BMGPC 2703 Apologies No apologies received 2704 Declaration of Pecuniary Interests and Dispensations Cllr Frank Bunce did not take part in the vote in relation to minute no 2707.5 Chairman s Allowance 2705 Approval of the Parish Council Minutes - Held on Wednesday 02 January 2019 Cllr Frank Bunce asked members if they had read the minutes and if they could confirm these as a true and accurate record. Proposed: Cllr Clive Hill Seconded: Cllr Jonathan Horton It was resolved that the minutes were a true and accurate record Matters arising from the Parish Council Meeting on the 02 January 2019 Minute no 2699.1 Cllr Bob Sleigh Blackfirs Lane The Clerk has written to Cllr Bob Sleigh requesting further information and is currently awaiting a response. Action item: Carry forward 2706 Matters arising from the Recreation Meeting 21 January 2019 No matters for further discussion. 2707 Matters arising from the Finance & General Purpose Meeting 28 January 2019 Minute no 2707.1 (496.1) Replacement Carpet Tiles Tea Room/Parish Office/Parish Office Entrance The Clerk had investigated the cost of replacement carpet tiles in the areas above. The price range depending on quality was from 2.94 or 4.25 per tile, or 11.76 per M 2 or 17.00 per M 2, the total area was 75 M 2. Therefore, total price would be 882.00 or 1275.00 and would be dependent of the Groundsmen fitting the tiles. She had also obtained a quote from Walk on Flooring and to supply, fit and provide three areas of entrance matting the cost would be 1620.33 + vat. This would also include the uplift and disposal of old flooring. Cllr Frank Bunce had said that we should consider the existing flooring is eight years old. Both Page 2 of 7
committees agreed that the Walk On Flooring option would provide a professional finish and should be proposed. Seconded: Cllr Karen Dunn It was resolved that the RFO can raise an order with Walk on Flooring to complete the desired work Minute no 2707.2 (496.2) Verti Drain Pitch 2 The Groundsman had reported that following the Verti-drain on pitch 3 there had been a noticeable improvement with the drainage on the pitch and were requesting that football pitch 2 also be Verti-drained. The Clerk had obtained a quote from Fairways and they will carry out the work for the same price as last year, 3075.00 + vat. Both committees were happy to proceed with the quote. Proposed: Cllr Clive Hill Seconded: Cllr Donna Williams It was resolved that the RFO can raise an order with Fairways to complete the desired work Minute no 2707.3 (496.4) Review of Fees Following the Recreation Committee Meeting where they had discussed the fees for the coming financial year 2019/20, the proposal is to; Increase the Burial Fees by 5% All pitch fees are to remain the same The hire of the Pavilion to MGCC is to be increased to 8000.00 pa (inclusive of vat) Allotments Rents for 2020 are to remain the same Both Committees were in agreement with the proposal and therefore, the above is to be proposed to the Parish Council. Proposed: Cllr Jonathan Horton Seconded: Cllr Clive Hill It was resolved that the RFO can action the increase Minute no 2707.4 (496.5) Emergency Orders The Clerk had raised the following orders; Access Innovations - Call Out to Roller Shutter Door - 150.00 Access Innovations Repair to Roller Shutter Door - 202.50 Rugby Pest Control Mole in Burial Ground - 80.00 Information Commissioners Office Registration Fee - 35.00 The Clerk had organised payment to the ICO to be made by Direct Debit which gives a saving of 5 pa. The expenditure is to be duly noted Seconded: Cllr Jessica Rathbone It was resolved that the expenditure is duly noted Page 3 of 7
Minute no 2707.5 (502) Chairman s Allowance The Clerk advised that the payment of the Chairman s Allowance was outstanding. Last year the payment was 350.00. The committee proposed that a payment of 350.00 should be made. Seconded: Cllr Jessica Rathbone except Cllr Frank Bunce It was Resolved that the Council pay under Chairman s Allowance of 350 using Section 15 of the Local Government Act 1972. Minute no 2707.6 (504) NALC Pay Increase 1 st April 2019 The Clerk advised that in line with the pay agreement issued by NALC approved by the Trade Unions, the staff salaries would increase in line with the national living wage. Seconded: Cllr Jonathan Horton It was resolved that the pay increase is duly noted 2708 Matter arising from the Planning Meeting 31 January 2019 Cllr Clive Hill advised that the Planning Committee had discussed the revised plans for the new medical centre and had instructed Richard Cobb to formulate a response. There were no other contentious plans for discussion. The Clerk asked for the minutes to be ratified. Proposed: Cllr Jonathan Horton Seconded: Cllr Karen Dunn It was resolved that the minutes were accepted 2709 Renewal of the Zurich Insurance Policy The Clerk advised that the renewal of the public and employer s liability insurance was due. This is the final year of the long term agreement and Zurich were proposing another three year option at the same price of 3637.58 pa. If the option is not taken then the cost will be 4012.21 next year. The F&GP Committee had discussed the matter and were proposing that we take advantage of another three years fixed price at 3637.58. Proposed: Cllr Barbara Tocher Seconded: Cllr Karen Dunn It was resolved that the annual renewal of 3637.58 and the 3 year option until 2021 are accepted 2710 Appointment of Internal Auditor The Clerk advised that Diane Malley had written to the Parish Council regarding the appointment of the Internal Auditor for the end of this financial year. Diane has carried out the audit for a number of years and it is proposed that she once again be appointed. She is offering a three year contract at 335.00 each year or a one year contract at 345.00. It is proposed that the three year option is agreed. Proposed: Cllr Clive Hill Seconded: Cllr Donna Williams Page 4 of 7
It was resolved that the annual renewal of 335 and the 3 year option until 2021 are accepted 2711 HS2 Update Cllr Karen Dunn informed the meeting that: A decision regarding the height of the A45 was due in Q1/ 2019 and an update on the recycling centre may be communicated within the same quarter The satellite compound on Coleshill Heath Road may not be required. It is anticipated that one corner of the existing pitch layout would be affected by construction and fencing. An assessment currently underway will aim to determine whether re-marking the North end pitches would enable the playing areas to be maintained. The outcome is anticipated in Q1/2019 Dame Caroline Spelman expressed her concerns over the proposed HS2 s haulage traffic route which would use Chester Road. Dame Spelman asked whether the Collector Road could be considered as an alternative route in order to reduce any further congestions on Chester Road Highway disruption information about boreholes has been received by some BMGPC residents but she is unsure as to how far into the villages these brochures have been distributed. W/c 18 th of February 2019, for a period of three months, HS2 plan to monitor the water levels to help plan future works. This will require overnight lane closures for 3 evenings each month, between 9pm and 6am on Northway island inner ring lane Biddles Loop approach to roundabout and on A452 northbound lane, start of Middle Bickenhill Lane. The planned dates for road closures are: 18, 19, 20 February and March; 15, 16, 17 April and 13, 14, 15 May. Daytime closures will also affect the beginning of Middle Bickenhill Lane from 4 th 8 th of March, between 9am-3pm. This is to allow the laying of concrete blocks in order to prevent unauthorised access to the triangle of land of HS2, i.e. A452, A45 and M42 and which will include fencing and hoardings To acquire more in depth details on road diagrams etc., or to sign up for regular updates individuals should access the website www.hs2insolihull.commonplace.is, then follow the find out more link then click on Traffic management link 2712 Airport Matters Cllr Jonathan Horton advised that the next ACC Meeting is scheduled for w/c 11 th February 2019 and he will provide a review of the meeting at the Parish Council Meeting on the 6 th of March 2713 Internal & External Committee Reports Cllr Clive Hill reported that the original purchaser of the Village Hall has dropped out however a new buyer has been identified. The new buyer wishes to submit revised planning to SMBC. There is a meeting scheduled with the trustees and their solicitor on Monday the 11 th of February 2019 and it is hoped that the completion of the sale is going to be by the end of Page 5 of 7
February 2019. Cllr Clive Hill will provide a review and update at the next Parish Council Meeting on the 6 th of March 2019. Cllr Frank Bunce, on behalf of the trustees of the Parish Hall, provided an update regarding the roof repair. Phase 1 is now complete and Phase 2 will be considered over the next two years. The next project is to replace the carpet in the lounge. Cllr Frank Bunce also stated that the response from the community had been fantastic and had enabled Phase 1 to be completed. Fundraising will continue for Phase 2. 2714 Finance Payments for Authorisation The proposal was to authorise the payments detailed on the expenditure reports. Proposed: Cllr Jessica Rathbone Seconded: Cllr Clive Hill It was resolved to accept the expenditure payments detailed on the reports 2715 Correspondence Minute no 2715.1 Letter from St. Peter s Church Thank You & Donation Request St. Peter s Church thanked the BMGPC for the donation to maintain the church grounds during the summer of 2018. They are requesting the BMGPC to continue with the support and therefore a donation of 500 for summer 2019 is being proposed. Proposed: Cllr Jonathan Horton Seconded: Cllr Barbara Tocher It was Resolved that the Parish Council in accordance with its powers under section 137 and 139 of the Local Government Act 1972, should incur the following expenditure which, in the opinion of the Parish Council, is in the interests of the area or its inhabitants and will benefit them in a manner commensurate with the expenditure for grass cutting expenditure at St. Peter s Church. Minute no 2715.2 Email from Resident re Dogs in Burial Ground It was agreed that the Clerk is to attach a sign on the Burial ground gate advising dog owners that dogs are to be kept on a lead and remind them that dog fouling is against the law. It was resolved that the clerk is to produce a sign Minute no 2715.3 HS2 Schedule 17 Cllr Clive Hill, Karen Dunn and Trevor Wills indicated that they will attend the meeting scheduled by SMBC on the 25 th February 2019 at 6pm. Action Item: Clerk is to advise SMBC of attendance Minute no 2715.4 SMBC Draft Local Plan Review To be included on the Planning Committee agenda. Minute no 2715.5 HS2 Community Notice HS2 had issued a newsletter which relates to borehole projects affecting Marston Green. Cllr Jonathan Horton indicated that no notices had been received in Bickenhill village. Page 6 of 7
2716 Roads and Rights of Way Police notification of online chat line to be used for minor incidents on www.westmidlands.police.uk Cllr Jessica Rathbone made the public aware that SMBC were not issuing the Refuse Collection Dates by post and therefore individuals must download the schedules from online platform. 2717 Bus and Train Services Nothing to report 2718 Date of Next Meeting: Wednesday, 06 March 2019 at 19:30 Venue: Parish Hall, Elmdon Road, Marston Green Parish Council Meeting closed at 20:30 Page 7 of 7