Please find below minutes for the Forum meeting on 14th September 2010. If you have any items for the agenda please forward them to me. Regards Stella

Yarnfield Forum Meeting 29^thJune 2010

In attendance

Committee

Stella Hughes, Karen Chapman, Margaret Broader, John Smee, Richard Charlwood, John Thirlwell, Jack Womersley

Members

Dorothy Harmer, Keith Willars, Pam Williams, Hilary Pemberton, Mr K Reynolds, Fred Willers, Shirley Shackleton, Paul Jones, Linda Eyre, Margaret George, Russell Cartlidge, SBC; Stan Highfield, SBC; Jim Arnold, SBC; Frank Cromey SPC

Apologies

Christine Bird, Jane Grocott, Brian Eyre

Signing of minutes of the Forum meeting 19^thJanuary 2010

Linda Eyre stated that she had not spoken in favour of dissolving the Forum

Stan Highfield disputed that the Playbuilder application was withdrawn due to lack of Borough Councillor support but actually because of comment made by Community Council rep. that the plan would not get beyond the first stage of judging with SBC. Mrs Hughes commented that the Planning Department had clearly stated that our Borough Councillors had withdrawn their support and that we had been instructed to amend the Design Statement to reflect this information. Without our Borough Councillors' support the bid could not go forward, as this was a condition of the Playbuilder bid.

Mr Reynolds questioned when consideration had been given to removing the bike track and zip wire and why this had not been put to consultation with the villagers

Stella explained the timing of the withdrawal had meant discussions had gone no further than initial ideas between herself, Karen Chapman and one of the Parish Councillors.

After amendments to reflect this information it was proposed that the minutes of the previous meeting be signed.

Proposed – Jack Womersley

Seconded – Paul Jones

Special meeting 2^ndMarch 2010

Jim Arnold – corrected information on Section 106 money, which would be reclaimed by the developer not the council, if left unspent. Also explained that SBC treat all planning applications the same and therefore it would not be easier to move forward if SBC put plans forward themselves

Proposed – John Thirlwell

Seconded – Paul Jones

Frank Cromey suggested it might be less time consuming at meetings if changes to minutes could be made prior to the meeting via email.

Hilary Pemberton requested that minutes revert to what they should be, ie. a brief overview of the meeting rather than trying to capture every word

Linda Eyre asked if the minutes could be displayed in the noticeboard

Stella answered that they usually are but had not been on this occasion

Matters Arising

Village Fete

Stella

• 3 gazebos were purchased via Chris Leese for £45 each plus £20 storage boxes = £195 out of the £300 that had been set aside

• Leftovers from the “England” stall were sold in the pub for Help The Heroes raising £38

• Both our Village Agent and our rep from SaRH had been there to help out on the day

• Made a request for any feedback on the fete

Dorothy Harmer – shopping aisle was a mistake as second row got left out.

Richard – this had already been noted and consideration being given to alternative layouts.

Mr Reynolds – fete was really great, thanks to Richard and all who helped.

John Thirlwell – thanks should be given to all villagers who attended fete for their support.

Dorothy Harmer – a thank you be posted on the notice board.

Stella – a thank you has already been put in notice board.

Linda – special mention to grass cutters for their work.

Mr Reynolds – agreed

Richard – special thanks for all those who turned out to set up and clear away, stage area a real success

Richard – comments/suggestions to be emailed to or posted through to Stella,.Debrief will be held in Labour In Vain on Wed after World Cup final.

Dorothy Harmer – too many cake stalls, WI had to take quite a lot home.

Stella – WI didn’t indicate they would be selling cakes but mainly other home produce; the other cake stall didn’t confirm until week of fete.

Stella – need to make very clear that fete meetings are not exclusive, all are very welcome, last 6 or so meetings were advertised on noticeboard;this needs to be done again next time

Dorothy Harmer – why Stone Responders chosen to benefit not Eccleshall when it seems to be them who get here first when call is made.

John Smee – Eccleshall have 24hr on call service with vehicle kept in drive; the Stone vehicle is based centrally in Stone.

Jack Womersley – re golf stall. Consideration needs to be given to balls / clubs as irons + light weight balls not good, a putter may be better.

SaRH Garages

• garages should have been painted but not done yet, maybe realised that more than painting is needed

• free courses available, information in notice board; courses open to all

Best Kept Village - Positive oral comments received from judges in June

• Next visit in July if we get through to the final

• Presentation in August, if anyone would like to attend – inform Stella

• Mr Wilson taken on watering one of planted areas on Furlong, but need help with other one

• Will be in touch with SaRH regarding use of builder's sand in place of soil and lack of bark covering.

• Lots of people are helping with litter collection, Village Hall and Playgroup contributions have enhanced the village tremendously

• Have arranged to present prizes to children in school for poster competition on 9^thJuly

• Quote for installing bench was £200 so John, Jim and Richard have done it. Original proposed siting altered following objection from resident during consultation

Dorothy Harmer – bench looks really nice as you come through the village

Lynda Eyre – it has a nasty knot in seat which might cause damage to clothes

Stella said that she will arrange to get the knot dealt with.

John Smee – What is happening re. boulders on green idea to solve problems with parking

Stella asked Jim Arnold (SBC) for advice.

Jim Arnold stated that we would need to discuss this with SBC re. height and placing of boulders because of issues with maintenance.

Stan Highfield has been in discussion with Steve Allan and the school. Outside school parking is improving- could report number plates but must be prepared to give evidence in court

John Thirlwell – only one small sign up which people say they haven’t seen; 2 or 3 cars in particular parking on green repeatedly.

Jim Arnold -car owner could sue for damages to car if they hit a boulder. The Forum must discuss the issue with SBC before doing anything. He would prefer to tackle offenders rather than put boulders down.

Stan Highfield will speak with Steve Allan again in light of what has been said.

John Thirlwell agreed to take photos of vehicles and pass on to SBC. He expressed concern that these are short term solutions though. What needs to be done is to provide parking for the school.

Stan Highfield believes this will be sorted with the new development of the BT site.

Mr Reynolds - fencing around green as a solution, SBC not sorting the problem.

Jim Arnold – can’t legally do this

Stan Highfield – defended SBC for what they have done and reiterated that SBCnare willing to resolve this issue.

Jack Wormersley asked why can’t the road be adopted.

Stella & Jim Arnold – responsibility for roads is with SCC not SBC so this question cannot be answered here.

Secretary’s Report

• Invitation to TPAS AGM to whom SaRH are affiliated.

• Letter from Tom Wardle re. football, thanking Forum for their offer to pay £180 towards expenses (Stella suggested we might decide to pay the full £480 to cover costs of courts) if they have further funding.

• Mr Arnold stated that it might be possible to obtain financial help for the football team from SBC.

• Invitation to BKV results announcement Monday 2^ndAugust

• Notices for bus shelter from SCC re: scams etc

• BKV poster competition reminder – entries have been sent

• Email from SaRH re. free courses – to be displayed in notice board

• Letter from Hilary Pemberton, suggesting that rather than seeking further funding for the play area, we use what we settle for a smaller, quicker solution in order to draw a line under the problems of the past and not fuel any further ill feeling – committee to consider these points

• Letter from Stella to Brian Eyre regarding issue of village hall planters being used without village hall committee go ahead

• Email to Parish Council from Forum thanking them for donation towards BKV expenses & bulbs and requesting more of these, also informing about success of village fete

• Letter from Bladerunner, thanking Forum for donation of prizes and advising on their successful fundraising for Alzheimers Society

• Skatepark notice – skatepark returning to Springfields School 9^th– 13^thAugust

• Email to Sally MacDonald SBC requesting information – see below

Letter to Sally MacDonald (SBC) re Section 106 money / play area

Karen – requested list of play equipment providers which SBC approve, list of recently refurbished sites to view, information re. additional funding from other grants which Mr Highfield and Mr Arnold were looking into and confirming Forum will provide wish list of equipment after consulting villagers

Jim Arnold

• SBC would not consider a “wish list” from the community. He recommended not spending the remaining Section 106 money now but hold off until BT site developed.

• Development of BT site envisaged to be used to tackle issue of insufficient play facilities in Yarnfield.

• Negotiations with developer should result in offsite contribution to fund toddler / junior play area.

• Section 106 on-site contribution would fund youth / sports facilities.

• Toddler/junior play facilities would be provided on existing site on green.

• Youth/sports provision on BT playing field with changing facilities etc. football & MUGA or wheeled sports area.

• Present site would be replanned at same time as facilities on BT site to give cohesion.

• Would not be appropriate use of 106 money to add equipment to current site now if changes are to be made again in a few years following BT development, would be a waste of resources when area would be ripped up and replanned.

Stella – would sports facilities be free to use?

Jim Arnold – play facilities would be free; pitches would be for hire probably at normal SBC rates ie cheaper than Springbank Park, eg. £300 for adult team per season, £150 for youth team per season.

Stella asked which play policy is now in place at SBC?

Jim Arnold explained that a new policy had now been adopted but changes are being made to it continually to make it workable.

John Thirlwell – What would be the timescale?

Jim Arnold – suggested that within 5yrs the developer should be onsite.

Lynda Eyre – When would payment of 106 and offsite contribution be made?

Jim Arnold – SBC would aim to get this money upfront but may not be possible until some housing has been completed and sold. There would be interest for developer to pay and SBC would aim to spend the money promptly.

Lynda Eyre – What consultation would be carried out?

Jim Arnold – A concept design would be developed then made available to the community

Stella – suggested that once the planning application for BT site goes through we arrange a special meeting to discuss play area matters with Jim Arnold further.

Stella – Many parents are very disappointed with play equipment we have. They feel that metal and wet pour are not the most appropriate for our village setting. They also want equipment that provides good play value.

Jim Arnold – considers our play equipment to be good, not within the poorest quality play areas in SB by a long way. He would not recommend use of wood as it burns easily and doesn’t last as long as metal.

Mr Reynolds – the £16000 should be used to benefit our children NOW

John Thirlwell and several others agreed with this point of view..

Margaret George suggests we have special meeting to discuss further after planning has gone through as making no progress in our discussion now.

Mr Reynolds – Is Jim Arnold saying we cannotspend the Section 106 money we already have now?

Stan Highfield – The recommendation is to wait and use it with the offsite contribution from the BT site, otherwise we are likely to jeopardise the chance of receiving such a large contribution from the developer.

Stella commented that the remaining 106 fund would be insufficient to upgrade the play area ; it would only provide or replace one or two items of equipment. Later complete refurbishment would still be justified. It could be ten years before the present development was completed. Something is required now rather than at some unspecified future date.

Mr Reynold's asked if it would be possible to recycle equipment from the Victoria Park site. It was pointed out that it was not possible to do this.

Treasurer’s Report

There is £3458 in the bank.

General Administration account- £962

We have received a grant of £150 from SaRH on completion of our successful audit.

Two raffle prizes for Bladerunner's Alzheimer's Appeal came to a total of £19.98.

We have £37.27 left in the BKV account. ( Our prize money from the Calor Gas competition has been used to purchase plants for the village, during the year).

£550 grant on rural communications -still available. £58.80 having been spent for provision of this year's web site.

The account for the Senior Citizens stands at £32.96

Any Other Business

Margaret left copies of a health survey to be given out interested villagers.

She outlined the function of the Staffordshire Heritage Group. The problems and failures of trying to save Yarnfield House were outlined. Mr Highfield pointed out that the destruction of Yarnfield House resulted from the decision of a government inspector; both the Parish Council and the Borough Council had objected to the development. Margaret described the advantages of group membership and handed out information while requesting that this matter be included in the agenda for September.

Margaret outlined the free lectures that she could give, if villagers were interested. It was agreed to arrange some of these.

Pam Smith explained that maintenance of rear gardens was the responsibility of flat owners.

It was agreed that Stella should approach BTCV with regard to cleaning up the brook and surrounding vegetation.

Mr Reynolds enquired if we knew what would happen to St. Barnabas's Church. Mrs Harmer said that the diocese would be responsible for this decision.

Richard pointed out that there was an album of fete photos behind the bar of the pub. He enquired where it could be keptl The Forum or the Shop were suggested. There had been problems with the web provider so there had been difficulties loading information on to the web. Andrew Locker would help with this.

Richard was also hoping to source old photos of the village.

He raised concerns about the depressions in the green which rapidly became waterlogged and enquired what was the procedure to address this issue. Mr Highfield said that he would mention this matter with Mick Bailey. Richard offered to provide an engineering proposal but Mr Highfield said that this would be done by the BC. Richard then asked if he could be included in any meeting with SBC representatives when they came to inspect. Stella pointed out that the present play area was extremely wet and perhaps this could be

rectified at the same time. Mr Highfield felt that this would be an expensive undertaking at a time when cuts of 30% were likely. It was proposed that it might be possible to discuss this at a later meeting with Mr Arnold.

Mr Reyold's expressed concern that a line of mature trees at Walnut Tree Farm had been felled during the consultation period for the renewal of planning permission for the site. He had been told by workers that the trees were being lopped not felled. This was considered a considerable loss of amenity for some residents on Greenside, and an unnecessary action, as the trees were not near the proposed development.

Paul reported his concerns regarding the pot holes on Greenside. Stella and Stan had reported these and so had residents on Greenside. It was suggested that we approach Henry Butter re. this matter.

Residents were reminded of the Village Hall AGM on 15^thJuly at 7.30.

End of meeting.

THE NEXT MEETING OF YARNFIELD FORUM IS ON SEPTEMBER 14TH AT 7.30P.M. IN THE VILLAGE HALL.

YARNFIELD FORUM

ANNUAL GENERAL MEETING TUESDAY 18^th May, 2010.

PRESENT:

Officers and representatives

            Margaret George – Village Agent

            Jane Grocott -         Forum Secretary

            Margaret Broader - Forum Treasurer

            Stella Hughes -       Chairperson

            Frank Cromey -       Swynnerton Parish Council

            Pam Smith –           Stafford and Rural Homes

            Karen Chapman –  Correspondence Secretary

            David Tucker –       Swynnerton Parish Council

Residents

            Mr and Mrs Thirlwell, Mr Jack Womersley, Mr Keith Reynolds, Mr David Tucker, Mr John Smee,  Mr Richard Charlwood, Mr Frank Cromey, Mrs Marion Cromey, Mrs Shirley Shackleton , Mrs Dorothy Harmer, Mrs Linda Eyre , Miss Hilary Pemberton.

1.   Welcome

The Chairperson welcomed everyone to the Annual General Meeting. She introduced the new Village Agent, Margaret George, who has replaced Jan Wright. Jan has moved on to Staffordshire Voluntary Services.  Also introduced was Pam Smith, who is the new representative for Stafford and Rural Homes

Pam introduced herself to the meeting. She explained that she was a Customer Participation Officer and had varied responsibilities including youth forum work. She also pointed out that funding is always an issue when involved in community projects.

Margaret explained that she is open to  ideas from local residents for projects and funding requests and also offered her help at the fete. She has a particular interest in historical projects and is involved with the Staffordshire Heritage Group. She is especially concerned with "Heritage at Risk" which promotes saving items and buildings of interest. She would be interested in starting up a group if enough villagers are interested.

.

2.   Apologies

      Joan Burney, Brian Eyre, Pam and Glynn Williams.

3.   Signing of the minutes

The minutes were accepted as a true record.

Mr John Smee proposed that the minutes of the previous Annual General Meeting were an accurate account of what took place. Mr Jack Womersley seconded this motion and the minutes were duly signed.

4.   Matters Arising from the Minutes

      There was a discussion regarding the proposed development at BT.  Dorothy Harmer enquired whether the proposed development was to include low cost homes. She understood that work was due to start in November. Dave Tucker thought that it was very doubtful that work would start then.

The  pub, “The Labour in Vain” was now much more secure with a good land lord and landlady who are very proactive in village. Their support for village activities, especially their continued support of the village fete, was much appreciated. It was agreed that if the pub was closed at any time it would result in the loss of  an important amenity.

Last year we came 2^nd in both the Best Kept Village Competition and the Calor Gas Competition .The work to improve  the Furlong had been completed and the Village Fete had been very successful despite appalling weather. We were still awaiting de-fib training!

 5.    Chairperson's Report

Last summer we entered the Best Kept Village competition for the third year. It was a tough and closely fought competition and we were pleased to have gained second place in our group under these circumstances, although many of us felt that the village looked better than the previous year. Positive comments were received apart from the continued dog fouling especially in the children's play area.

Six weeks ago the Chair person had contacted Street Scene to request additional bins for dog waste. She felt that more appropriately placed bins hopefully would improve this problem.

Three  horse chestnut trees have been planted on the green. These trees had been given to the village by the developers of Yarnfield Croft. However, the Borough Council have not been prepared to confirm this fact. The Borough Council has stated that it cannot replace the diseased willow trees that had been removed. Only trees with TPO's can be replaced by the local authority. There are limitations on where new trees can be sited.

The fete last year was successful and raised £500 for Stone First Responders. The money was used to purchase a training mannequin. Some of the funds were retained to purchase 3 marquees for this year's fete in case we were again unfortunate with the weather. Chris Leese had managed to secure   tents and storage boxes at very reasonable prices. It was hoped that the marquees would be available for a number of years.    

We entered the Calor Gas competition again and the Forum gained second place and was awarded the prize of £00.  This prize money was used throughout the year to improve the appearance of the village by purchasing bulbs,  and plants. Some bulbs have also been supplied by the Parish Council. Dave Tucker suggested that a letter of thanks to the Parish Council would be appreciated and that the Forum could also request another bag of bulbs for next year. It was requested that the Parish Council be approached for help with funds to purchase  bedding plants for next year. Frank Cromey confirmed that this would be raised on their Agenda at the next meeting.

Councillor Butter had donated £500 towards a seat for the Green.  A quote from a builder for the cost of siting was required. Richard suggested that the work could be done "in house" with a working party. The consensus was that this might have Health and Safety implications. For these reasons it might be better to have the seat  put in professionally. The final position had not yet been decided until there had been consultation with residents who lived adjacent to the village green.

Action. Stella had been waiting for a contractor in the village to give an estimate; she would  contact  other builders this week.

Margaret informed the meeting that the Website is now up and running again!

De-fib training has lapsed and this will be pursued.

Children's play area. The new committee will pursue provision using the Section 106 money.

The Forum have provided financial support to both the senior citizens and the boys' football group.

Stella thanked the committee for all their support during the year and also Jan Wright , the Parish Councillors and all other representatives.

Richard  commented that it was satisfying  to see youngsters utilising the green properly. There was general agreement that the cricket square  maintained by Mr Thirlwell had been very beneficial for young people. Regarding litter it was noted that the Landlady of the LIV had reprimanded children for leaving litter on the green!

Regarding the need for more bins to help keep the village tidy Dave Tucker suggested Michael Bailey as a contact. Mrs Hughes confirmed that this matter had already been raised with Mr Bailey.

John Thirlwell suggested that volunteers to tackle the litter problem were needed and that the problem with litter reflected badly on the village.

       6.   Secretary's Report                    

Karen Chapman (Correspondence Secretary) read out the Chairperson's Letter of resignation.

7.   Treasurer's Report 2010

The financial year 2009 to 2010 had seen little change in our overall bank balance but an increase in our assets. We began the year with a balance of £2155 and ended it with £1948.  We have had a successful audit from Stafford and Rural homes who will forward £150 for our funds after tonight’s meeting.

Our general administration account has risen from £687 to £876.  We have purchased a bench with money given to us by Stafford County Council and have the income generated by last year's fete to install it and to perhaps put towards a second seat.

We were again successful in the Calor Gas competition and received £100 in December.  This has been used to buy bulbs, for our entry to the BKV competition and prizes for the children's poster competition.  We have now exhausted the funds from this source and any further planting etc will have to be financed from elsewhere.

The Senior Citizens have enjoyed trips to Trentham Gardens and the West Midlands Safari Park using the Rural Access Grant while the remainder of the fund was used for their Christmas dinner at the Labour in Vain; that grant has now been spent.  However, the Senior Citizens have benefited from the generous donation of £658 being the balance of the mini-bus fund.  This has allowed them a trip to the theatre as well as paying for the balance of their Christmas lunch.  The money remaining at the end of the financial year was £160.

The Village Fete had been  a great success financially as well as socially, with an overall profit of £1270.  £500 of this was donated to the Stone First Responders and £500 is in the Forum funds as previously mentioned.  The £270 remaining is earmarked for buying gazebos for this year’s fete.

The Youth Forum money has been spent and accounted for.

The grant we received for communications still has £609 unspent.  We have used £65 to set up a web site and pay for a domain name and £304 on a printer.

Copies of the accounts are available.

8.   Election of Committee members

No nominations had been received from the forms left at the village shop

The following appointments were made:

Chair person      Mrs Stella Hughes –  proposed by Margaret Broader; seconded by John Thirlwell.

Vice Chairman   Mrs Karen Chapman-  proposed by Mrs Stella Hughes; seconded by John Smee.

Treasurer           Mrs M Broader - proposed by Linda Eyre; seconded By Jack Womersley.

Secretary           Mrs Jane Grocott proposed by Magaret Broader; seonded by Dorothy Harmer

Committee members elected:

John Smee Proposed by Stella Hughes Seconded by Karen Chapman

John Thirlwell   Proposed by Stella Hughes; seconded by Linda Eyre.

Richard Charlwood  Proposed by Karen Chapman; seconded by Stella Hughes

Jack Womersley proposed by Linda Eyre; Seconded by Dorothy Harmer

There followed a brief explanation by Mrs Hughes explaining her reasons for formally tendering her resignation. She felt that following the problems with Playbuilder it was necessary to offer her resignation at the end of the year. However, having been re-elected, she was looking forward to working with the new committee.

9.   Any Other Business

a.  Village Fete.

Richard Charlwood updated the meeting on progress with preparations.

Three Gazebos have been purchased which will be invaluable should the weather be unkind again! Also the fete has been able to loan more tents.

Richard demonstrated the fete plans and layout.

A police "drug" dog display with "Gerry the Springer Spaniel" is planned.  Along with this there will be a drug awareness caravan with some thought provoking exhibits. It is also planned that local children can have their photo taken with Gerry. This will be either free of charge or for a nominal fee or donation.

Spires arts and music are to hold guitar and keyboards demo and workshop.

Also offered is the chance to throw a pot on a potters wheel.

Stone First Responders have a display planned for the main arena and a first aid demonstration in the gazebo.

Stan Robinson has again donated a 44ft trailer.

Children's races are scheduled as well as well as singing and dancing by Elaine Bird's Arts school.

Drag racing - or men in frocks - should provide some light entertainment.

Vince and Debbie from the Labour in Vain are kindly providing a beer tent and there are plans for a BBQ ( to be run by a fete committee member)

Celebrity to open the Fete.- Mr Gannon has been approached and has accepted. He is due to retire in June and has been a very supportive friend of the village.

b. Hilary Pemberton thanked Stella for all her hard work over the last 12 months.

c. Pam(SRH) to find out who is responsible for maintaining the rear gardens at the flats.

d.  Dave Tucker was invited to elaborate on the Yarnfield Croft and Stables. He had written to

Belinda Dawson re the stables which had not just been replaced but had been substantially altered when resited. As a result of this,  Mr Simcock would have to reapply for planning permission for the stable. (To be discussed at Parish Council meeting. )

e.  John Thirwell has obtained  the rubber matting for the cricket pitch for The Green. It will be laid down soon and removed when the cricket season ends

f.   Although not yet solved, there had been some improvement regarding  the parking on the green  but it was noted that some individuals could be quite aggressive when approached about this.

It is hoped to acquire large stones from Lord Stafford to edge the Green as a preventative measure - a working party could be organised to do this.

Stella to action and check on legislation.

g.Frank Cromey. Re 106 outstanding money. The village could benefit from the £16,000 available to improve the play area.

The Environment Fund will meet 25% of this on application. No feedback as yet from Stan Highfield on this.

Frank felt that the Parish Council should pursue this if the Forum unwilling to. Stella felt that any purchase of new equipment needed to be considered by the new committee.

Action. The Forum

to write to Sally McDonald regarding new equipment. Frank felt that 106 money should be used as soon as possible..

All options to be discussed within the remit of the new committee and application for Environment Funds to be made to enhance 106 funds as we meet all criteria for this to be possible

Frank Cromey requested that Sally McDonald be approached as soon as possible.

Richard Charlwood wondered if the Environment Fund could be utilised to rectify the sunken areas on the Green? It would be worth enquiring if the fund could be used for this purpose. However, "Match Funding" is required.

 Regarding Tom Wardle's request for funds - Stella and Margaret would arrange to pay this as soon as possible.

Items for football training are to be stored at John Thirlwell's house.

Meeting closed.

The date of the next meeting is on Tuesday 29^th June commencing at 7.30p.m.