Edwinstowe
Parish Council
Working to
make a difference
The Minutes of the Ordinary Meeting of the Council held Tuesday 21st
October 2008 at 7.00 p.m. in the Village Hall, Edwinstowe
Alice Dunn
Clerk
Present: Cllrs Bird, M Pepper, J Pepper, l Ward, L Winn, M Milne, J
Benson and J Sansom, Katie Wilson and Karen Tarburton of RCAN (Rural
Community Action Nottinghamshire)
Welcome by the Chairperson
08/091 DISCLOSURES OF INTERESTS BY MEMBERS (AND EMPLOYEES) IN ITEMS
ON THE AGENDA
Cllr J Sansom for planning application for Maid Marion Restaurant
Apologies were received from Cllr R Woodhead (illness), Cllr A Sansom
(work commitments)
Resolved – the apologies and reasons were accepted
08/092 CHAIRPERSON’S ANNOUNCEMENTS
i. Website Launch
The new website for Edwinstowe has now been launched www.edwinstowe.co.uk
It is constantly being developed and updated and if anybody would like
something included or any amendments made please contact the Clerk.
We have received a lot of positive feedback.
ii. Calor Village of the Year 2009
The entry is progressing but is creating a lot of work for those involved.
The police are now involved and are writing one of the sections. It
is a true partnership entry.
iii. Section 106 Monies
We have finally received the section 106 monies from Barratts plus one
payment for lost interest and we are waiting for a second outstanding
interest payment. The money has been transferred into a separate high
interest account and will be used for the maintenance of the Sherwood
Pavillion sports fields.
iv. Bi-annual Newsletter
The Chair recently wrote to ask all Councillors for contributions for
the November newsletter. Only Cllr Benson replied. Cllr Benham apologised.
The Chair and Cllr L Ward will now compile the newsletter.
v. Parish Plan Presentation – Community-led Plan
Katie Wilson and Karen Tarburton gave a presentation on the process
of Community-led Plan and issued handouts (copies available from the
Council Chambers)
The starting point for a plan would be to hold a public meeting for
approval from the community and to recruit volunteers for a steering
group. Throughout the whole process RCAN will support the community,
hold the steering groups and ensure that all criteria are met.
The Chair thanked Katie and Karen for an informative presentation.
Any future questions to be made through the Clerk. Action – Clerk
to agenda Community-led Plan for next meeting
Cllr Benham requested copies of previous parish plans. Katie Wilson
reported that there is a database containing approximately 1,000 plans
and will email the link to the Clerk. Action – Clerk to forward
link to Cllr Benham and Cllr Ward
Katie Wilson and Karen Tarburton left the meeting at 1930 hrs
08/093 TO APPROVE THE MINUTES OF THE ORDINARY MEETING OF THE COUNCIL
HELD ON
2 SEPTEMBER 2008
The minutes were approved and signed as accurate.
08/094 MATTERS ARISING FROM THE MINUTES
i. Village Hall Transfer Decision
The council voted unanimously to proceed with the transfer of the Village
Hall. Action – Clerk to contact Peter Sherlock at N&SDC
ii. Cemetery Bench – Lucy Jackson
The Clerk researched previous minutes to ascertain what had been decided
concerning future requests for benches in the cemetery – Minutes
from 25th September 2007 stated; ‘...it was agreed to decline
further requests for bench seats for a period of one year. Alternatives
to offer families were in place.’ As more than one year had now
passed, the Council were able to discuss Mr & Mrs Rhodes request.
Cllr J Pepper stated that we needed to ensure health and safety regulations
were adhered to and proposed that all future requests should be subject
to a maintenance fee for their upkeep by Parish Council staff –
the amount to be discussed and agreed at a later date. This charge would
not be applied retrospectively.
It was proposed by the Chair that all requests would be discussed and
decided on their own merit, seconded by Cllr Ward and agreed unanimously.
The Chair raised the issue of relatives purchasing grave spaces to
erect a seat and proposed that the Council agree not to sell grave spaces
for this purpose. Agreed – unanimously. Cllr Benson stated that
the cemetery is open plan and if benches are erected on grave spaces
it would make grounds maintenance more difficult.
Cllr Ward proposed the Council approve Mr & Mrs Rhodes request
for a memorial bench for Lucy Jackson, Cllr Benham seconded, agreed
– unanimously. Action – Clerk to write to Mr & Mrs Rhodes
to inform the decision and that there will be a fee for maintenance
iii. Cars Parking on Grass Verges Around The Village
The number of vehicles parking on grass verges around the village has
increased. Some are causing obstructions for other road users and others
are making it impossible for Ulyetts to cut the grass. Action –
Clerk to contact N&SDC to ascertain what relevant bye-laws are in
place and what the Parish Council and N&SDC can do about the issue.
iv. Parkway Motors
Since the last meeting the situation concerning Parkway Motors use of
the Village Hall car park to park their vehicles and their customers
blocking the pavement outside the garage has not improved. The police
have spoken to the garage owner about the obstruction of the pavement.
The Clerk has written to the Fire Service requesting they contact the
owner to inform that vehicles parked opposite the fire station make
it difficult to get the fire engine out. The Clerk has requested that
parking attendants patrol more frequently and has requested the double
yellow lines be repainted. The Chair stated she was not sure what more
the Parish Council could do. Cllr Ward stated that N&SDC should
start clamping the vehicles as this would have more affect. Action –
Clerk to contact N&SDC again
v. Retrospective Dispensation
The Chair read an email received from N&SDC legal department concerning
retrospective dispensations and whether councillors who have businesses
on the High Street could be on the Events Committee; ‘... dispensations
cannot be granted retrospectively. Secondly it is doubtful if a dispensation
would be granted in the circumstances outlined. ..... They can only
be granted if certain criteria are satisfied namely that more than half
the members would be otherwise unable to speak and vote.’
08/095 RECEIVE PETITIONS
None
08/096 PUBLIC PARTICIPATION/QUESTION TIME
A resident enquired about whether the Council had investigated putting
street furniture i.e. bollards on the grass verges around the village
to prevent vehicles parking. In reply – the Chair confirmed that
the Clerk had contacted the Highways Department and was informed that
there were no plans to install any bollards at present. The Clerk would
be contacting Highways on a monthly basis.
The resident stated that the parking attendants did not appear to patrol
Edwinstowe as often as they should. He suggested that the Amenity Workers
be trained to issue tickets. The Chair stated that it would add too
much to their workload but would investigate if it was possible to employ
someone through the Parish Council to cover Edwinstowe. Action –
Clerk to contact N&SDC to ascertain whether this could be done and
to request more patrols over the weekend
08/097 MEMBERS QUESTION TIME
Cllr Benham reported that the no parking signs on the High Street were
too small and had the incorrect wording on them. Also there did not
seem to be any wardens patrolling the area. Action – Clerk to
check with N&SDC
Cllr Ward alerted the meeting to the new ‘Abuse Notices’
that had been placed in the Council Chambers and on the village notice
boards.
Cllr J Pepper requested an urgent meeting with Insp Gann concerning
the inadequate policing in the village. Action – Clerk to contact
Insp Gann. Cllr Benham recently contacted Insp Gann and was informed
that the crime figures for Edwinstowe are very low. This could be because
residents are not reporting incidents so the figures are not accurate.
08/098 ANY BUSINESS REMAINING FROM PREVIOUS MEETINGS
1. Outcome of Sherwood Fields Meetings
The first meeting included representatives from the Parish Council,
Robin Hood Colts and EDP. It allowed all participants to share their
views and clear up any misunderstandings. It was decided to hold a second
meeting to discuss the lease with three representatives from the Parish
Council and three from Robin Hood Colts. Cllr J Pepper provided a sheet
for discussion at the meeting. All representatives felt it was important
that neither Robin Hood Colts or the Village were out of pocket. Cllrs
A & J Sansom visited the pavillion and read the meters and once
revised utility bills have been received, another meeting will be held.
There are still a lot of snags to sort out and a list has been given
to Andy Hardy to pass to the builders.
Cllr Benson left the meeting at 2010 hrs
Cllr Winn reported that over 20 parents had complained to him about
the gates still being locked and that the Sherwood Fields is not open
for all villagers. He did not agree with the proposed charges that had
been circulated to all Councillors after the lease meeting as he felt
the majority of the cost for the pavillion would be borne by the village
and not Robin Hood Colts and this was unacceptable.
Cllr Bird replied that until a complete season has been played, it
was very difficult to establish what the pavillion would cost and therefore
how to charge for usage. She also reported that she had been asked by
Frank Duckmanton to state in the next village newsletter that there
would be no financial implication for the village and she could not
write that as it was not clear at this stage.
08/099 ANY APPOINTMENTS TO COMMITTEES AND OTHER BODIES
None
08/100 TO RECEIVE RECOMMENDATIONS FROM COMMITTEES
None
08/102 FINANCES
1. To review the statement of income and expenditure for the previous
month
The financial statement was reviewed
2. Matters arising from the statement
The Clerk asked if too much financial information was being distributed.
There was a discussion and it was decided that the budget/actual comparison
spreadsheet would be issued quarterly.
3. Financial correspondence
The Royal British Legion, Wreath Payment – Agreed to make a £20
advance payment
Edwinstowe Management Committee – Contribution towards Electrical
Works
The Council agreed to pay for the survey charge £579.93. Action
– Clerk to contact Peter Sherlock to ascertain is N&SDC would
be able to make a contribution
Grant Applications
Sherwood Forest Ploughing Match – £15 agreed unanimously
The Dukeries Singers – £50 agreed six for, two against
Allotment Association – £100 agreed unanimously
ODEF Donation for feasibility study for Robin Hood Line extension–
refused unanimously
4. Financial matters
Finance Group Meeting Date
A meeting needs to be arranged to discuss and agree the 2009/10 precept.
The members of the finance group are Cllrs Benham, Woodhead, A Sansom
and J Pepper. Action – clerk to send memo for availability
Internal Audit Report – approved unanimously
Retrospective Approval of Insurance Renewal – approved unanimously
08/103 TO RECEIVE REPORTS CONCERNING THE PARISH FROM COUNTY AND DISTRICT
COUNCILLORS
None
08/104 CORRESPONDENCE
See Attached Sheet
08/105 REPORTS
Councillor Ward – Proposed changes to the East Midlands Regional
Plan
A copy report had been distributed to all Councillors. There were no
questions.
08/106 TO NOTE MINUTES OF COMMITTEES
The minutes of the Extra Ordinary Meeting 25th September 2008 were
approved and signed as accurate.
08/107 RESOLUTIONS
No litter signs on High Street – Clerk to speak to N&SDC
for details concerning erecting signs
Complaints procedure – Approved unanimously
Financial risk assessment – Approved unanimously
Council Publication Scheme – Approved unanimously
Financial regulations – Approved unanimously
Approval for Clerk to hold regular meetings with the Allotment Association–
Approved unanimously
Christmas proposal – Approved unanimously
08/108 PLANNING MATTERS
See Attached Sheet
08/109 DATE OF NEXT MEETING – 25th November 2008
Meeting closed at 2130 hrs
