Edwinstowe
Parish Council
Working to
make a difference
DRAFT MINUTES
DRAFT
Minutes of the Ordinary Meeting of the Council held on Tuesday 14th
September 2010, at 7.00pm in the Council Chamber, Village Hall, Edwinstowe
Present: - Cllrs
J Sansom, Brooks, Starbrook, Tattersall, Ward, Benison, A Sansom
3 Members of the
Public
Welcome by the Chairperson
A minute silence
was held as a mark of respect following the death of Cllr John Benson
10/085 DISCLOSURES
OF INTERESTS BY MEMBERS (AND EMPLOYEES) IN ITEMS ON THE AGENDA
Cllr Benison – item 10/097 5iii
The Clerk – item 10/091 xii
Apologies were received
from Cllrs Hopkinson and Benham – on leave. Apologies were approved
and minuted.
10/086 CHAIRPERSON’S
ANNOUNCEMENTS
i. Chafer Bugs
The damage to the grass in the cemetery is due to an infestation of
chafer bugs which kills the grass by eating the roots. Birds, foxes
and badgers then dig up the area to eat the bugs. The surviving bugs
turn into Cockchafers. A local company has visited the site and will
be treating the cemetery and cenotaph – whilst being treated;
the areas need to be kept locked to allow the treatment to work. The
cemetery will be closed from Monday 4th October and Wednesday 6th October
and will re-open on Thursday 7th October. A sign has been placed on
the cemetery gates informing visitors of the closure.
ii. Election
Cllr J Sansom has been approached several times by residents asking
why there is another by-election in September. She has taken advice
whether the list of signatures who requested the poll from the Electoral
Services Department at N&SDC can be disclosed. They replied;
‘…The original document is held on deposit at Kelham Hall.
It is a public document and the information can be disclosed if requested.
The names included on the request are as follows: -
Ron Dawes, Jayne Dawes, Jill Ridge, Ray Baguley, Annette Keil, Julie
Waby, Philip Waby, Philip George, Susan Lennon, Theresa Stephenson’
It was reported
that enquiries had been made, by one of the candidates, with N&SDC
concerning the procedure for filling the casual vacancy. Despite being
told about the cost implications and there only being 8 months left
until the next full election, the candidate made a comment that he did
not trust the current councillors to select the right candidate and
would therefore call an election. Cllr Brooks asked what this judgement
had been based on and why the candidate had not been to any meetings.
Cllr Ward stated that as Ron Dawes had been the only candidate for a
considerable time, he had not cost the parish money, the other candidate
had because if Ron Dawes had not been opposed, he would automatically
be ‘elected’ onto council.
Cllr A Sansom felt
that there must be a degree of arrogance if Mr Dawes felt the councillors
would not choose the correct candidate.
10/087 TO APPROVE
THE MINUTES OF THE ORDINARY MEETING OF THE COUNCIL HELD ON
13th July 2010
Cllr Ward requested that minute 10/079 should read ‘you should
not believe all you read in the papers’.
Minutes approved
and signed by Chair.
10/088 PUBLIC PARTICIPATION/QUESTION
TIME ----- (20 MINUTES) - commenced 1915hrs
John Peck opposed the statement made by Cllr Ward implying that he (John
Peck) had cost the village £3.5k and not Ron Dawes. However, if
Ron Dawes had not called the election John Peck would not have stood
against him.
Trevor Knight felt
residents should be better informed on what is happening in the village.
10/089 MEMBERS QUESTION
TIME ----- (20 MINUTES) – commenced 1925hrs
Cllr Tattersall has been approached by Andy Mellors because the public
toilets are being vandalised (mainly on Sundays). He would like to request
that the toilets are locked every Sunday.
The Chair had spoken
to Gary Kirby about this problem who suggested that the toilets are
locked on Saturday and Sunday afternoons and at 4.00pm during the week.
Cllr Ward agreed but suggested the locking time be moved forward to
3.30pm during the week.
The Chair proposed
closing the toilets at 3.30pm every day and that the situation on Sundays
be monitored with a view to locking them if the problem continues. Agreed
unanimously
Cllr Woodhead suggested
a laminated sign explaining the reasons is put on the toilet doors.
Clerk to make sign
Cllr Benison asked
why the vacancy notice was not advertised in the noticeboard on the
High Street.
Cllr Brooks had
received a request from a resident asking whether the bottom of East
Lane could be made one way as the vehicles that are parked cause a hazard.
Clerk to contact Mike Keeling at Highways. C/Cllr Ward will write a
letter of support.
Cllr Brooks had
been informed by a disabled resident that not all the shops and pubs
in Edwinstowe comply with the Disability Discrimination Act 2004. The
resident enquired whether a letter could be sent to the District Councillors
to pursue this problem. Clerk to write letter
10/090 MATTERS ARISING
FROM THE MINUTES
Cllr Brooks commented on minute reference 10/079 s10 concerning the
question whether the County Council would be selling off various care
homes. The day after the meeting, applications for tender were invited.
Cllr Brooks contacted Nottinghamshire County Council and was informed
that it had been decided in February – C/Cllr Ward had voted against
the sell-off however, had not informed the Parish Council at the last
meeting.
10/091 ANY BUSINESS
REMAINING FROM PREVIOUS MEETINGS
i Letter from resident
re Visitors Centre update
The letter concerning the proposed siting of the Visitor Centre was
read by the Chair. Information was fairly vague but the resident had
been reassured that there would be a full consultation. C/Cllr Ward
confirmed he was still waiting for information.
ii Update Cemetery
Road – Cllr Keith Benison
Cllr Benison was not aware that he was required to give an update. The
Chair responded that as he had spoken to the Clerk in July about the
situation, he should also update the Councillors. Cllr Benison reported
that he did not have any information and therefore had spoken to Nic
Broomhead from NCC who had informed him that the Parish Council had
been updated at a recent meeting – there was no funding available
for the road. The Chair replied that no such meeting had taken place.
Clerk to contact Nic Broomhead
iii Update Abbey
Road Street Light – Cllr Keith Benison
This was discussed at the recent SNG meeting. The last information received
was that a lamp could be provided but not the cabling, C/Cllr Ward could
pay for the cable from his allowances but the question of who would
pay the running costs. Cllr Benison felt that the costs should be split
between N&S Homes and NCC.
Cllr Tattersall
felt that a lamp would encourage youths to congregate in the vicinity.
iv Christmas Lights
2010 Quote Decision
The Switch-On date is Thursday 2nd December 2010. Three quotes have
been received and it was agreed to accept the quote from the company
called Blachere. They do not contract out the installation work and
are very amenable to our requests. The trees will be restrung with the
lights wrapped around the branches. It was suggested that a clause be
written into the agreement that if the Parish Council is not happy after
the first year, we can withdraw from the arrangement. Agreed unanimously
Cllr Tattersall
asked whether the trees on the High Street could be trimmed. Clerk to
investigate
v Henton Road “Allotment
Decision”
It had been agreed by N&SDC not to pursue the request for allotments
on the land at 119/121 Henton Road.
vi The Big House
update
C/Cllr Ward reported that the Big House will remain open however, the
derelict block will be demolished and a new purpose-built centre will
be built. The Big House will then be sold.
Cllr Brooks had
met with Mark Spencer MP and attended the pressure group meetings. The
Big House cannot be closed as there is a limit to the time a child has
to travel to a centre and Southwell is too far away. Cllr Woodhead requested
a letter of congratulations be sent to Ian Ward. Clerk to write letter
vii Office Opening Times – Cllr Keith Benison
Cllr Benison had brought this matter up at the last meeting however
it had been missed. He wanted to know why the office opening hours had
been reduced and whether there would be a saving on expenditure. The
Chair replied that the request had been made to the Personnel and Staffing
Working Group. There will be a saving of at least £200 per month.
The Chair informed the meeting that the Clerk works outside of her contracted
hours and recently had spent time collating and delivering newsletters.
viii Casual Vacancy
due to the death of John Benson – Cllr Keith Benson
Cllr Benison was disgusted that the vacancy was advertised within 3
days of the death of Cllr Benson. Cllr Brooks said the D/Cllr Bird had
rung Liz Benson on the morning of John’s death to offer condolences
and ask whether she had informed N&SDC.
When the Clerk rang
to inform N&SDC she was told that two enquiries had already been
made why the vacancy was not already advertised.
Cllr Benison proposed
when a councillor dies the vacancy is not advertised until after the
funeral. This was refused.
x John Benson’s
Funeral – Cllr Keith Benison
Cllr Benison reported that everyone was aware of what had happened at
John Benson’s funeral. He asked how it had happened and whether
there was anything in place to prevent it from happening again.
The Chair said that
this is a personal matter and has been sorted with Liz Benson. Only
Cllr Benison has complained – no complaints had been received
from friends and relations. The Clerk has taken 100% responsibility
for the error and has spoken to the family, undertakers, gravedigger
and Rev Fletcher – it is now sorted.
A letter from Liz
Benson was read to the meeting requesting that the matter is now dropped
and they are satisfied with the actions of the Clerk.
The Chair is concerned
that Cllr Benison requested this item on the agenda. The matter is now
closed.
xi Quote for removal
of Poplar Tree in Henton Road Dog Walking Park
A quote to remove the Poplar tree from the Henton Road dog walking park
has been received. The cost to remove the tree and treat the stump is
£885 + VAT. Agreed unanimously when funds available.
xii Sherwood Fields
counter proposals, seek agreement to close facility until agreement
reached - Cllr A Sansom
The management agreement expired on 14th July 2010 and currently there
is no agreement in place which is a concern.
The previous three
year proposal from the Parish Council was rejected by Robin Hood Colts;
who sent an offer proposing to pay the Parish Council an additional
£5 per match played. At current team levels, this would fall slightly
short of the amount requested by the Parish Council. However, if teams
left the club it could prove difficult for Robin Hood Colts to sustain
the level of funding the Parish Council was proposing.
Three options were
discussed by the Parish Council: -
• The Parish Council employs a manager for the Pavillion
• Accept the proposal from Robin Hood Colts of an extra £5
per game played and the Parish Council to make up any shortfall
• Robin Hood Colts to remain as managers of the facility and negotiate
terms
If agreement could
not be reached Cllr A Sansom requested permission to temporarily close
the facility. A discussion took place and it was proposed to offer an
interim agreement until 31st December 2010 giving time for both parties
to research costings and different options. During this three month
period, the Parish Council would accept the offer of an extra £5
per match (paid monthly in arrears). Agreed unanimously
10/092 CHAIRPERSONS CORRESPONDENCE
i. N&SDC Guidance
on Communication between District Councillors & Parish Council
The Chair read a letter to the meeting from N&SDC in response to
the query concerning guidance on communication between District Councillors
and the Parish Council.
‘…Whilst
it is clearly advisable for channels of communication to be established
between the Parish Council and representatives for the district ward
in which the parish council is situated, I am not aware of any legislative
provision which would require those district councillors either to attend
parish council meetings or to provide bi-monthly reports in the manner
which you have suggested.’
Cllr Tattersall stated that the Parish Council had not insisted on compulsory
attendance at the Parish Council meeting.
ii. Request for
a Memorial Bench for John Benson
A request has been received from members of John Benson’s family
for a memorial bench to be placed outside the Village Hall. The Chair
asked for Councillors opinions. It was felt that if a bench was situated
outside the Village Hall it would encourage youths to congregate. It
was proposed to suggest placing a bench (with the family’s consent)
outside Sherwood Pavillion. Agreed unanimously
10/093 RECEIVE PETITIONS
None
10/094 TO RECEIVE
REPORTS MINUTES & RECOMMENDATIONS FROM WORKING GROUPS
i. Minutes of Meeting re Sherwood Forest Car Park & Friars Park
Update (available for information)
Mike Keeling from
NCC Highways is meeting with the Clerk to discuss the various Highways
issues raised at both meetings. To date no response has been received
from Phil Beard to try to arrange a meeting. Clerk to chase
A quote for the
barrier works in the Forest car park has been received - £330
to move the existing barrier or £430 to install a new barrier.
Agreed to install a new barrier when funds allow Cllr Benison felt that
NCC should pay for the barrier; the Chair informed the meeting that
NCC has no money. All existing barriers are being locked and residents
have seen an improvement.
The Manager from
the Youth Hostel attended the meeting and has subsequently contacted
the Parish Council to inform that he has permission to update their
CCTV. The Clerk will liaise with the Manager to ascertain feasibility
to include a camera to cover the ‘problem area’ in the car
park.
10/095 ANY APPOINTMENTS
TO COMMITTEES AND OTHER BODIES
i Sherwood Forest
Regional Park – Cllr Keith Benison – agreed
ii CPRE
iii Ollerton CAB
iv Newark & Sherwood Parish/District Liaison Group SNG – Cllr
Ward informed the meeting that there was no requirement for a Parish
Councillor to attend an SNG meeting (as a Parish Council representative)
v Village Hall Management Committee – Cllr Tattersall –
previously agreed
vi NALC – Cllr Brooks requested details Clerk to send
vii Sherwood Fields – Cllr Keith Benison – agreed
Please inform the Clerk if you would like information for CPRE (Campaign
to Protect Rural England) or Ollerton Citizen’s Advice Bureau.
These positions need to be filled at the October meeting.
10/096 RESOLUTIONS
OR RECOMMENDATION
None
10/097 FINANCES
1. To review the cash book balance
The balance was reviewed and accepted
2. Matters arising from the balance
Concern that Lombard has still not transferred the reserve monies to
the Parish Council despite several phone calls and letters. Cllr Brooks
suggested contacting Mark Spencer MP for assistance Clerk to contact
3. Financial correspondence
4. Financial matters
i Cost of altering barrier in Sherwood Forest Car Park
Previously agreed
ii Approval to amend Bank Signatories
It was agreed to update the list of signatories on the NatWest bank
account and make all necessary amendments.
5. Grants
i The Dukeries Music Development Group – agreed £250
ii Sherwood Forest Ploughing Match – more information required
Clerk to speak to Godfrey Lamin
iii EYPAG – agreed £500 as already approved via EDP grants.
Cllr Benison adstained from the vote.
6. Cheques for approval
Retrospective
Payee Description Amount (incl VAT)
JPK Services Strimmer Repairs £50.90
Hall-Fast Hi-Vis Jackets £93.94
Top Banana Sign for Cemetery £14.69
Oak Industrial Supplies Bags/Toilet Rolls £116.24
UK Fuels June/July £188.06
Corona Energy Pavillion £355.73
UK Fuels August £116.21
Cash Petty Cash £89.88
Town & Country July £1,285.45
Invoices awaiting
Payment
British Telecom Phone & Broadband £317.16
Intervend UK Rental & Water £17.64
Sherwood Community Bus August £100.00
PJ Print Newsletter £185.00
Town & Country Village Cutting £1,285.45
Swift Alarm Reset £29.37
Hall-Fast Boots – GK £31.50
Sherwood Community Bus July £80.00
British Gas April – June £167.00
Top Banana Sign for Cemetery £11.75
Oak Industrial Supplies Disinfectant/Toilet Rolls £75.82
SAS Trade & DIY Equipment £21.20
Viking Direct Stationery £67.89
Konica Minolta Photocopy Charges £28.78
Cheques were approved
and signed by Chair
10/098 TO RECEIVE
REPORTS CONCERNING THE PARISH FROM COUNTY AND DISTRICT COUNCILLORS –
MUST BE SENT OUT WITH AGENDA TO ALLOW COUNCILLORS TO TAKE PART IN ANY
DISCUSSION
Last week Parish Councillors received a letter from D/Cllr Bird and
D/Cllr Moore. The letters were not received in time to be sent out with
the agenda to be presented to the councillors at this meeting. Therefore
they are being deferred until October. I stress that the letters are
in response to our letter sent on 28th June this year and not reports
of matters relating to Edwinstowe discussed at District Council. Agenda
item for October’s meeting
Copies of the response made by the Chair and Ashley are available for
information.
C/Cllr Ward has
already reported on relevant matters earlier in the meeting.
10/099 CORRESPONDENCE
See attached sheet
10/100 REPORTS from
councillors TO BE SENT OUT WITH AGENDA
10/101 PLANNING MATTERS
See attached sheet
10/102 DATE OF NEXT MEETING – 12th OCTOBER 2010
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
Meeting closed at 2150hrs
10/099 14th Sept 2010
Correspondence for Information (COPIES ARE AVAILABLE TO VIEW IN COUNCIL
CHAMBERS)
NCC Proposed Traffic Regulation Order 50MPH Speed Limited Order A60 Redhill
to A614 Ollerton Roundabout & 30MPH Arch Hill, Redhill (See Map) C/Cllr
Ward reported that this will be in place in the very near future
Edwinstowe House Response to letter re condition of buildings on West
Lane Noted
CountyWise July 2010 News Letter Noted
N&SDC Friends of Sherwood Heath, Cockglode & Rotary Woods Minutes
Noted
NCC – Highways Travel & Transport Brief July – August
2010 Noted
NCC Planning & Landscape Brief July & August 2010 Noted
CPRE Fieldwork News Letter & Countryside Voice Noted
N&SDC Citizen of the year 2010 Noted
N&SDC Core Strategy – Submission for Examination Noted
RCAN Playing Field Newsletter Noted
No Need For Nuclear Campaign Newsletter Noted
NCC Waste Core Strategy, Outlined Plans Further issues & Options Consultation
3 Sept – 29 Oct 2010 Noted
CPRE Results for Best Kept Village inc Certificate of Merit for Edwinstowe
Cross Roads Noted
NCC – Highways Communication & liaison improvements Noted
Correspondence for
Discussion/Action (COPIES ARE AVAILABLE TO VIEW IN COUNCIL CHAMBERS)
The Rotary Club Thanks For Life Day February 2011, Request to plant
Purple Crocuses around the village. Council to discuss locations Agreed
at entrances to village, bottom of the High Street and next to the bridge
on the conservation area
Parish Church St Peter & Paul Warsop Invite to Rev Angela Fletcher
Licensing Service Cllr Woodhead will be attending.
NCC Big Budget Conversation – Request of feedback re future Budget
planning Cllr Brooks requested details
N&SDC Devolution of power to Parish Councils – Previously
circulated Noted
NALC Consultation - Power to local Electors re excessive Council Tax
increases As there is a lot of information to discuss and digest it
was proposed to hold a separate meeting. Clerk to arrange meeting
UK Coal Disposal of Colliery Spoil (Welbeck Colliery) Previously circulated
Cllr Brooks reported that this will start in November for 4 months and
will mean an additional 40 lorries per day travelling over Ollerton
roundabout. There was no consultation with either Ollerton Town Council
or Edwinstowe Parish Council. There was some confusion whether the coal
will be transported by rail. Clerk to investigate
