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Edwinstowe Parish Council
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The Minutes of the Ordinary Meeting of the Council held Tuesday 29th April 2008 at 7.00pm in the Village Hall, Edwinstowe

Present: Cllrs P Bird, J Pepper, M Pepper, J Benson, R Woodhead, D Benham, J Sansom, L Ward

Clerk: Alice Dunn

Apologies for absence were received from: Cllrs L Winn, A Sansom

Resolved: The apology and reasons for absence were accepted

The Chair welcomed the press and the public

The Chair suspended Standing Orders for 10 minutes to allow public participation

i. A resident of Henton Road reported that youths were hanging around the Henton Road play area and causing a nuisance climbing over garden fences to collect balls. Complaints had been received from other residents.
ii. A resident of Ollerton Road reported on irresponsible dog owners not clearing up after their dogs and the increase of occurrences.
iii. The missing Christmas lights issue was readdressed by a resident.

Reinstate standing orders

08/001 DECLARATIONS OF INTEREST

None

CHAIRMAN’S ANNOUNCEMENTS

The Chairman gave feedback from a meeting that was held with Richard Simpson of Parkway Garage and his use of the Village Hall car park as an extension to his business. Mr Simpson was very contrite and apologetic about the problems that had been caused however, the Chair responded that from 12th May 2008, N&SDC will be introducing parking charges to users of the car park who stay longer than two hours unless they have a permit. Edwinstowe Parish Council have received approval from N&SDC to issue the permits and local businesses will be given one permit each. Due to a long standing arrangement the Church will be issued 10 permits. The Village Hall will also receive permits.

08/002 Ian Sandy – Lansbury Road Presentation

Ian Sandy gave a presentation to the Meeting concerning the current situation with the sale of the Lansbury Road play area. The site has three interested vendors namely the Parish Council, Mrs Stocks and N&SDC who would all be paid one third of the sales price. There is planning permission to build two bungalows on the site and although the previous buyer wanted to build more N&SDC have restricted the number that can be built. This buyer has since pulled out of the sale. Ian Sandy now has another prospective buyer and wanted to know if the Parish Council wanted to proceed. Cllr J Pepper raised concern over the ‘ransom strip’ owned by Mrs Stocks and how much she would realise per square meter of land compared to what the Parish Council would realise. However, Ian Sandy stated that unfortunately that was the nature of a ransom strip and Mrs Stocks would not be prepared to sell her land if she was not given one third of the sales price. The Chair queried that as we have maintained the piece of land that N&SDC currently say they own for the past approximately 40 years do we have rights of ownership or can we charge N&SDC for the maintenance that we have carried out? Cllr Ward stated that surely it is better to sell the land at a reduced amount per square meter than to have to continue to pay for its upkeep. The Chair stated that it was not necessary to make a decision at the meeting but that it would need to be made very soon. Action – if we proceed with the sale of the land we need to look at charging N&SDC for the maintenance and also our rights of ownership.

08/003 Edwinstowe Extravaganza 2009

Because of various problems this year, there will not be a Summer Event, but the Chair is keen to hold an ‘Edwinstowe Extravaganza’ next year. The vision for this event is that it will not only take place on the High Street but also the surrounding areas. The Chair has already spoken to Marion Milne the Chair of the Festival Organisation who is very keen to be involved. Cllr Benham stressed that the event needed to run for longer than one day and we need to contact local businesses including those in Edwinstowe House, Center Parcs, and Bowrings for sponsorship etc. Cllr Benham felt that it would be necessary to set up a Working Group as soon as possible to plan the event and to include Sherwood Forest. Action – The Chair requested that Members bring ideas for the Extravaganza to the meeting in June. Action – Clerk to send letter to Members of the Parish Council for volunteers to be on the Working Group.

08/004 Asset Transfer

Peter Sherlock of N&SDC met with the Chair and Pat Ban

ford to discuss the possible transfer of the Village Hall to the Parish Council. This is a new government initiative and the whole process would take between 2-3 years. If the Parish Council agreed to go ahead, there would be considerable support from N&SDC. The Chair stressed that we needed to ensure that there were no hidden costs that the Parish Council would have to bear during the transfer and what the financial implications would be for the Parish Council after the asset had been transferred. Cllr Benham asked if knew of any other Parish Councils that had been through this process. Action – Clerk to contact Peter Sherlock. The Chair asked if the Parish Council agreed to pursue the transfer. Agreed unanimously.

08/005 THE MINUTES OF THE ORDINARY MEETING OF THE COUNCIL HELD TUESDAY 01st April 2008, WERE APPROVED AND SIGNED BY THE CHAIR

08/006 MATTERS ARISING FROM THE MINUTES

07/229 LITE – Update (Christmas Lights)
After negotiations with the Managing Director of LITE, the purchase price of the Christmas Lights was reduced to £10,000 and the Parish Council were also given some free lights, valued at several hundred pounds. There is an annual cost to the Parish Council of £1,000 to cover maintenance costs. Cllr Benson continued to challenge the Chair and at this point, Cllr Benham wished it to be minuted that he was disappointed to receive the two political leaflets that had been distributed around the village that gave a negative and untrue perspective on the Parish Council’s work.

The Chair stated that the Clerk will be contacting LITE from 1st October so the Christmas lights are tested and ready. Cllr Benson expressed concern that as the lights are to remain in the trees on the High Street all year, we needed to be careful when the branches are cut that the lights are not damaged.

High Street Banners
The Chair reported that the High Street banners were damaged beyond repair and they were very brittle due to weather damage. Should they be disposed of? Cllr Benson asked if they could be repaired and at what cost? Cllr Benham asked who had made them. The Chair requested that the ones that just needed cleaning were scrubbed and replaced by David. Action – Clerk to inspect all the banners, investigate who made them and how much it would be to repair/replace them.

Feedback from Car Parking enforcement meeting
Already reported back earlier in the meeting.

Strategic Housing Land Availability Assessment.
Cllr Ward has read this and as far as Edwinstowe is concerned no action is required at present.

Land by River Maun
Cllr Ward has inspected the land to the right of the bridge and does not think it can be used effectively at present. He has written to Severn Trent Water about the waste pipe. The Chair informed Cllr Ward that she had contacted Severn Trent about this matter many years ago as it was no longer in use at that time, and is still redundant to this day.

Revised Standing Orders
Cllr Ward has edited and printed copies of the Standing Orders for distribution at the Annual General Meeting on 20th May 2008. Cllr Ward gave these and the revised agenda to the Clerk. Action – Clerk to copy the revised agenda for the Chair and also to ensure revised Standing Orders are issued at the Annual General Meeting

Cllr Woodhead expressed his thanks to Cllr Ward for dealing with a letter he had received from a resident concerning the Sherwood Visitors Centre sign so promptly. Cllr Ward asked if a letter of thanks for the prompt action had been sent. The Clerk confirmed that it had.

EDP/Pavillion
The Clerk reported that the EDP monies have been reconciled and there is now a final figure to work to. Thanks were expressed to the Clerk for all her hard work. There will be a meeting shortly to decide who will receive the goodwill grants. The Chair reported that the Pavillion opening had been an outstanding success and was very well attended. Cllr Ward asked whether the remaining security fence was in place yet. Cllr Benson stated that it should be within the next three weeks. The Chair stated that at the opening of the pavilion, she had been approached by several residents concerned that the football fields would be kept locked and that local children would not be able to play on the area and requested that the field be unlocked for a trial period. Cllr Benson stated that when universal keys had been cut, the area would be unlocked every morning and locked each evening as with other areas in the village.

Hanging Baskets
Cllr J Sansom stated she was about to order the hanging baskets but queried if we ordered the large baskets for the lamp posts at the same time. Action – Clerk to research and liaise with Cllr J Sansom

07/213 Repainting of Parking Bays – West Lane & Mansfield Rd
The Chair asked Jim Besson of N&SDC if the parking bays in all three car parks, including the village hall, could be repainted. Mr Bessun informed that they would be. Action – Clerk to chase

07/218 Current state of the highway around the village
The Highways Maintenance Programme had been received and Edwinstowe has been included in the repatching works during the summer, prior to resurfacing Health & Safety Inspections will be carried out monthly in Edwinstowe. Action – Clerk to provide a copy of the Maintenance Programme to Cllr Ward.
The injury accident data had been received and was shared with the Meeting. Action – Clerk to provide a copy of the Data to Cllr Ward.

Cllr Ward queried whether a response had been received from the Chief Constable yet. Clerk confirmed that it had not. Action – Clerk to chase.

08/007 FINANCES

The Clerk issued the meeting with bank reconciliations for February and March, a summary of receipts and payments for April, a summary of receipts and payments for 2007/08, and a spreadsheet showing a breakdown of the previous year’s income and expenditure and a draft budget for 2008/09. Action – the Councillors to bring any queries to the next meeting. The Clerk stated that she was currently working on a new format for the current year’s budget and actual comparison and would be sending an example to the Councillors before the next meeting so any queries could be addressed at the meeting. The Chair reiterated how hard the Clerk had worked on the finances.

08/008 TO RECEIVE REPORTS CONCERNING THE PARISH FROM COUNTY AND DISTRICT COUNCILLORS

The County Councillor was not in attendance.

There were no reports from the District Councillors

08/009 CORRESPONDENCE

1. Letter from Mr Roys and Mrs Crump concerning dog fouling on Ollerton Road. Cllr J Sansom also reported that there has been an increase in dog mess along Church Street. Action – Clerk to contact N&SDC Dog Wardens and ask for patrols in the village. A sheet with guidance for the prosecution of dog fouling was also distributed. Cllr Benson stated that someone was putting unwrapped dog waste in a litter bin next to the bus stop on Ollerton Road. The Clerk reported that this has stopped since David Stocken had put a notice on the bin.
2. Notts County Council Communities Department Business Plan. Copy to be kept in Council Chambers.
3. Society for Local Council Clerks renewal - £165 for the year. Agreed to pay.
4. Strategic Housing Survey – already discussed.
5. Campaign to Protect Rural England AGM is on 19th May at Hodsock Priory – let the Clerk know if you wish to attend.
6. Campaign to Protect Rural England are organizing a walk on Saturday 30th August – let Clerk know if you wish to attend
7. Edwinstowe and Clipstone Safer Neighbourhood Meeting on 30th April at the Football Pavillion, Edwinstowe – let Clerk know if you wish to go
8. Brochure re Public Consultation re a new GP-Led Health Centre for Nottinghamshire. Copy to be kept in Parish Rooms. Action – Clerk to order copies for distribution amongst Parish Councillors
9. Letter re meeting with Barratt Homes concerning Section 106 monies. The Chair asked for volunteers. Cllrs M Pepper, L Ward. P Bird and the Clerk to attend. Clerk to send memo to relevant people for availability.
10. Letter received concerning the sign for the Sherwood Forest Visitors Centre sign. Already mentioned in matters arising.
11. Invitation to County Council Civic Service on Sunday 13th July at Southwell Minster – let Clerk know if you wish to attend.
12. Grant Application from Julie Hallam/Edwinstowe Angels for contribution towards Family Fun Day on Sunday 29th June 2008. Chair proposed a grant of £100 – Agreed. Action – Clerk to raise cheque for £100
13. Grant Application from St Mary’s C of E School towards a school trip. Discussion concerning how much should be awarded. Cllr Woodhead felt that if the school was awarded £50 two years ago, we should increase the amount to £75. Agreed. Action – Clerk to raise cheque for £75 King Edwin’s have not requested a grant yet but the same principle applies
14. Invitation to Building Better Communities Annual Event at John Fretwell Complex on 17th June 2008, 10.00 – 13.30 lunch provided – let Clerk know if wish to attend
15. Letter from resident concerning the state of the grass verge outside Bright Beginnings Day Nursery after all the building works have been completed. The Chair had spoken to the owner already and she had assured that the area would be put right as soon as possible.
16. Letter re Flooding, Drainage and Water Courses Select Committee – Cllr Ward has actioned already.

08/010 REPORTS

Cllr Ward requested progress on a date for the Parish Plan Presentation – Chair reported no date fixed at present.

Cll Ward submitted the Emergency Plan and asked the Chair to sign. The Chair duly signed the Emergency Plan. Cllr M Pepper and the Chair expressed their thanks and appreciation for all the hard work that Cllr Ward has done on the plan. Cllr Ward also passed the Humanitarian Assistance Centre Plan that is used alongside the Emergency Plan to the Clerk.

Cllr Ward asked that the Clerk contact the Emergency Planning Officers at N&SDC and NCC to inform that we have an Emergency Plan and to swap contact details etc. Action – Clerk to contact

08/011 RESOLUTIONS

i Permission to buy new water bowser to replace the existing broken one (Hanging Baskets). Discussion concerning the possibility of purchasing a larger bowser as the amount of times to refill would be reduced.
Agreed. Action - Cllr J Sansom to ask Cllr A Sansom to ascertain cost of a large bowser and possibility of a trailer and bring back to next meeting. It was important to purchase one in the very near future as the baskets were being ordered and he reminded the Chair that a delegated decision could be made on the issue.

The issue of overtime was raised concerning watering the baskets over the summer. Action – the Chair and the Clerk had already agreed to meet with David to discuss hours etc and would clarify the facts at that meeting.

The Chair suggested that we increase the price of the baskets by 2.5% this year - Agreed

Cllr Woodhead stated it would be a shame to lose the hanging baskets along the High Street and that they would be a fitting tribute to the late Cllr John Faben. Cllr M Pepper stated that as we had entered the Best Kept Village this year it would be important to have the baskets. – Agreed.

ii Permission to buy office furniture when funds permit
When the Lansbury Road land has been sold or when monies become available, we will buy some new office furniture, but it will not cost £3,000 – Agreed.
iii Permission to amend and update current Website
There was a discussion concerning the current website which is very out of date. The possibility of it being a community project and asking the schools to design the site was looked at. Cllr Woodhead said that the schools could contribute but not design the website. Cllr Benham has many ideas about the website. Action – Clerk to cancel current website agreement and look at previous minutes for correspondence and decisions made concerning the website. Clerk to arrange a meeting with Cllr Benham.

08/012 PLANNING MATTERS

A. DECISIONS

1. Application No.: 08/00208/FUL
Applicant: Mr C Freeman
Proposal: Proposed Lounge/Study Extension
Site Address: 13 First Avenue Edwinstowe
Decision: APPROVED FULL PLANNING

2. Application No.: 08/00128/FUL
Applicant: Mr & Mrs Hughes
Proposal: Erection Of A Two Story Side Extension
Site Address: Eastfield Cottage Farm Clipstone Road
Decision: APPROVED FULL PLANNING

3. Application No.: 3/08/00197/CMW & 3/08/00212/CMW
Applicant: Severn Trent
Proposal: New Cabinet To House Electronic
Equipment For Combined Storm
Overflow
Site Address: Boy Lane & Meadow Close
Decision: APPROVED FULL PLANNING

4. Application No: 08/00106/FUL L
Applicant: Mr S Lamb
Proposal: Change Of Use From Delicatessen & Coffee Shop
Site Address: 12 High Street
Decision: APPLICATION WITHDRAWN
5. Application No: 08/00154/FUL L
Applicant: Ms D Barson
Proposal: Change Of Use Residential To Commercial Use For Retail & Health and Beauty
Site Address: Maid Marions Secrets 2 Church St
Decision: APPLICATION WITHDRAWN RE SUBMITTING

PLANNING APPLICATIONS

1. Application No: Notts County Council
Applicant: UK Coal & Mining Ltd
Proposal: Installation Of A Conveyor To Transport
Dirt From Preperation Plant To Dirt Tip
Site Address: Thoresby Colliery
APPROVED FULL PLANNING

2. Application No: 08/00411/FUL
Applicant: Mrs T Ailward
Proposal: Single Storey Front Hall Extension Rear
Conservatory Extension & Internal Alteration
Site Address: 12 Birklands Drive
APPROVED FULL PLANNING


3. Application No: 08/00510/FUL
Applicant: Mr B Watson
Proposal Replace Flat Garage Roof With Pitched
Roof & Erection Of Front And Rear
Porch
Site Address: 2B Henton Road
APPROVED FULL PLANNING

4. Application No: 08/00259/LDC
Applicant: Mr K Gascoigne
Proposal Use Of Building For The Operation Of An Archery Business
Site Address: Kingstand Farm Clipstone Road
APPROVED FULL PLANNING


5. A pplication No: 08/00238/FUL
Application: Bright Beginnings Proposal: Amended Plans also Withdrawal Notice
Site Address: 17 Mansfield Road
APPROVED PLANNING FOR 8 SPACES

C OTHER PLANNING MATTERS

1. BT’s Proposal To Re-Align Payphone Provision To Meet Consumer Demand
APPROVED – ACTION CLERK TO CHECK WHETHER THE PHONE BOX ON ABBEY ROAD/BEARDSLEY ROAD COULD ALSO BE REMOVED

D LATE PLANNING APPLICATIONS

Application No: 07/01659/ADV
Applicant: Ms J Armstrong
Proposal Display Free Standing Advertisement
Site Address: South Forest Farm Clipstone Road
APPROVED FULL PLANNING

Application No: 08/00452/FUL
Applicant: Mr W Smith
Proposal Erection Of New Pitched Roof Replacing
Flat Roof
Site Address: 87 Mansfield Road
DEFER DECISION AS MR SMITH HAD RECENTLY DIED

Application No: 08/00528/FUL
Applicant: Mr B Wingate
Proposal Erection Of Rear Single Storey Extension
Site Address: 79 Henton Road
APPROVE FULL PLANNING

08/013 DATE OF NEXT MEETING – APM 14th May 2008 & AGP 20th May 2008

In view of the confidential nature of the business to be transacted, it is advisable, in the public interest, that the public and press be temporarily excluded and they are instructed to withdraw.