Edwinstowe
Parish Council
Working to
make a difference
DRAFT MINUTES
Draft Minutes of
the Ordinary Meeting of the Council held on Tuesday 14th June 2011 in
the Council Chamber, Village Hall, Edwinstowe
Present: Cllrs Brooks, Cocking,
George, Starbrook, Tattersall, Boughey, Ayre, Benson, J Peck, K Peck,
Freeman
One member of the public
was in attendance
Welcome by the Chairperson
11/029 DISCLOSURES OF INTERESTS
BY MEMBERS (AND EMPLOYEES) IN ITEMS ON THE AGENDA
Cllr J Peck, Brooks and Benson for Home-Start grant Application (item
11/041 (3))
There were no apologies for
absence
11/030 CHAIRPERSON’S
ANNOUNCEMENTS
None
11/031 TO APPROVE THE MINUTES OF THE ORDINARY MEETING OF THE COUNCIL
HELD ON
18th May 2011
The minutes were approved and signed as accurate
TO APPROVE THE MINUTES OF
THE ANNUAL GENERAL MEETING OF THE COUNCIL HELD ON 18th May 2011
The minutes were approved and signed as accurate
11/032 PUBLIC PARTICIPATION/QUESTION
TIME ----- (20 MINUTES) – commenced 1905hrs
Presentation by Izi Banton
Robin Hood Festival
This year’s festival will take place over 5 days from 10th –
14th August inclusive. After consultation with Highways Department and
Nottinghamshire Police, Nottinghamshire County Council have no other
option but to close a section of Swinecote Road during the festival
period to allow the safe passage of visitors to the event from Naish’s
Field. The road will be closed between 9.00am and 5.00pm. Swinecote
Road will also have a 30mph speed limit during the event.
Cllr J Peck recognised the
impact the road closure would have on residents of the village and stressed
the Parish Council had taken no part in the decision to close the road.
Cllr K Peck was concerned
that although the road would only be closed between 9.00am and 5.00pm,
none of the road signs reflected that fact. A discussion took place
concerning how best to communicate the facts to residents/visitors.
Izi to talk to Highways Dept about adding times to road closure signs
and/or turning signs over at the end of each day; posters to be placed
in shops, health centre, library, community centres and all prominent
places.
Information to be placed
on the Edwinstowe website
Habitat Management in Sherwood
Forest
Sherwood Forest is possibly the most unique hunting forest in Europe
and should consist of wood pasture and not high forest. Over the last
50 years trees have regenerated themselves creating a different habitat
and therefore losing valuable wildlife. There are only 10 major sites
in the country with the woodland pasture system.
15 years ago work started
to return the forest to wood pasture. This work is quite drastic and
is being done in conjunction with Natural England, paid for by external
funding. The programme will continue for approximately a further ten
years.
If any councillors would
like to discuss what is happening in the forest, a site meeting has
been proposed for September. Agenda in July
Cllr Brooks thanked Izi for
her very valuable and interesting contribution.
11/033 MEMBERS QUESTION TIME
----- (20 MINUTES) – commenced 1925hrs
Cllr Benson has been approached by a resident concerned with speeding
vehicles on Mill Lane. Clerk to contact Police/Highways Dept for better
road signs, speed limit painted on road etc.
Cllr J Peck was also concerned
that the speed limit should be reduced to 20mph as there is no footpath
and with the parked vehicles it can be quite dangerous when walking
along Mill Lane. Clerk to enquire and to invite representative of Highways
Dept to an Ordinary Meeting. The survey of East Lane needs to be completed
before a Highways representative attends a meeting. Noted
Cllr J Peck asked whether
NCC had been contacted about spraying the increasing number of weeds
around the village. The Clerk confirmed that they had and it would be
chased up this week.
11/034 MATTERS ARISING FROM
THE MINUTES
i CCTV
Cllr George had enquired at a previous meeting whether the CCTV cameras
are working. The Clerk had received an email from N&SDC confirming
that all cameras are working.
ii Fifth Avenue Cul-de-sac
A response has been received from Highways Dept concerning an enquiry
from a resident of Fifth Avenue. Highways confirmed that the ‘service
road’ is an adopted road and an inspection has been logged on
the Highways System.
iii Footpath 22 Mansfield Road
This footpath has not been registered as a public right of way yet.
Clerk to monitor situation
11/035 ANY BUSINESS REMAINING
FROM PREVIOUS MEETINGS
i Where/how to share information
with the community
After a general discussion the following were agreed: -
• Bullet points displayed in notice boards/library/community centres
etc after each meeting
• On website
• In twice-yearly newsletter – frequency agreed 10 for and
1 abstention.
It was agreed (10 for and
1 abstention) to set-up a Working Group to look at the newsletter including
advertisers/format/feasibility/financing etc. All proposals to be brought
back to Council for approval; Membership agreed unanimously –
Cllrs Freeman, J Peck and Starbrook.
ii Location for additional
dog bins
Councillors had been asked previously to consider sites for additional
dog bins. Any proposals would be considered when calculating next year’s
precept. Cllr Brooks has informed the resident who requested a dog bin
on the Old Rufford School Fields that this was Barratt’s responsibility.
Clerk to chase Barratts for update
Some dog owners are not cleaning
up after their dogs and the situation is getting worse especially on
Greendale Avenue. Clerk to order more ‘Clean up after your dog
signs’.
iii Christmas Lights
It will cost approximately £4,000 to extend the Christmas lights
to include the lamp posts or approximately £2,000 to keep the
lights as last year. Cllr Cocking proposed keeping the current system,
Cllr Boughey seconded vote – 10 for, 1 against.
iv Banners Update
Designs are currently being researched by the resident who is paying
for the banners. These will be brought back to the next Council meeting.
Agenda item in July
v Alarm Quotes
Three quotes have been received and it was unanimously agreed to use
Cables Electrical based in Sutton-in-Ashfield. The alarm update will
cost £378
11/036 CHAIRPERSONS CORRESPONDENCE
None
11/037 RECEIVE PETITIONS
None
11/038 TO RECEIVE REPORTS
MINUTES & RECOMMENDATIONS FROM WORKING GROUPS
i. Events
The Events Working Group is meeting fortnightly and planning is progressing
well. To date, the only cost to the Parish Council is for the road closure.
Next meeting is 22nd June.
Cllr K Peck has contacted
local groups and organisations and it transpires that there are many
events happening over that weekend. In future Edwinstowe could hold
a Family Fun Weekend co-ordinating all these events. We need to keep
a calendar at the Parish Council to assist with planning future events.
Clerk to action
Thanks to Alice and Sarah
for their hard work.
ii. Finance
The Finance Committee discussed building up the reserve accounts over
the next four years to approximately £40k - £50k –
currently £10k. On current estimations, we should be able to transfer
another £10k to the general reserves at the end of the financial
year.
Sherwood Fields Management
agreement is overdue for renewal and a meeting has been scheduled for
Monday 27th June at 6.30pm. There is concern that the s106 monies used
to finance the running costs have now been reduced to £11k. At
current prices, this will only sustain the pavillion for one further
year. We cannot increase the precept to cover the costs of the pavillion.
The Finance Committee will report back at the next Ordinary Meeting.
iii. Henton Road Dog Park
Survey
Cllrs Brooks and Starbrook have visited the Dog Park on Henton Road
to consider the following: -
• Landscaping – cost £1,650 (Agreed not to proceed)
• New Gates – cost £1,153 ( Agreed to replace gates
– Clerk to obtain up to date prices and bring back to next meeting)
• Request to purchase part of the park from a local resident –
Agreed not to sell any Parish Council land. Vote 8 for, 3 abstentions
It was also agreed to obtain
quotes for another dog bin, new signage and a second bench. Agenda July
Cllr Tattersall asked why
the park is not currently being strimmed. Clerk to speak to Contractor
and arrange
Cllr Cocking notified the
meeting that the pedestrian access to the Play Park on Henton Road has
a ‘step’ onto the grass which could cause problems to pushchairs
and wheelchair users. Clerk to raise as part of the playground inspection
this year
11/039 ANY APPOINTMENTS TO
COMMITTEES AND OTHER BODIES
None
11/040 RESOLUTIONS OR RECOMMENDATIONS
i Approval of new agenda
Approved unanimously; Planning applications will be considered at the
monthly Planning Committee meetings, only urgent items of planning will
be discussed at the Ordinary Meetings.
ii Approval of handbook including standing orders & financial regulations
Approved unanimously
iii ID Badges
Cllr Boughey requested all councillors be issued with an ID badge for
use when on official Council business. He stressed that these badges
should not be used for gain or favour. Cllr K Peck requested that Sarah
and Alice also have an ID badge. A sample was shown to the meeting and
was approved.
11/041 FINANCES
The councillors agreed that the financial information currently distributed
is sufficient.
1. To review the cash book balance
None
2. Matters arising from the balance
Cllr Freeman asked why we pay £35 each year to Thoresby Estate
for ‘River Maun Licence’ Clerk to investigate. Agenda July
3. Financial correspondence
Dukeries Home Start Grant (for information) – a letter has been
sent to Dukeries Home-Start informing that grant applications will now
only be considered twice per year.
4. Financial matters
Approval of Internal Audit
The internal audit procedures were discussed and approved by the meeting.
The Annual Return had been considered and discussed at the recent Finance
Committee Meeting. It was proposed to accept the Annual Return –
approved unanimously
Approval of Financial Software
Ollerton Town Council uses a financial software package that is specifically
for large Parish/Town Councils. Edwinstowe would need a smaller package
that would cost £639 for the first year and then £99 per
year for updates/maintenance and support. The meeting requested that
the Clerk research alternative software packages and report back to
the Finance Committee who will make their recommendations to full council.
Agreed Clerk to research suitable finance packages
5. Cheques for approval
Retrospective
Payee Description Amount (incl VAT)
AON Annual Insurance 6298.40
SLCC Membership 190.00
Invoices Awaiting Payment
Payee Description Amount (incl VAT)
JKP Services Lawn Mower Parts 15.50
Town & Country Grass Cutting May 1873.20
Ridgewood Plants Hanging Baskets 646.80
Intervend Water 12.00
SAS Tap, Timber, Key Cut, Garden Hose, Bolts
Fluorescent Light, Tie Wraps 100.55
BT Phone Bill 304.08
Thoresby Estate Licence River Maun 35.00
N&SDC Trade Waste Cemetery 516.88
Tuxford Rd Garage Petrol 97.74
SAS Materials 42.11
Konica Minolta Photo Copier 31.03
Oak Industrial Bleach, Disinfectant 73.44
Central Garage Bowser Repair 47.00
Cheques approved and signed
11/042 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
The District Councillors report had already been circulated.
D/Cllr Brooks had one further item that was not for discussion but information
only. Councillors can make recommendations to the District Council if
desired.
The Hammer and Wedge have
applied for a minor variation to the premises licence as follows: -
From: -
Any noise produced or associated with the regulated entertainment must
not be audible at the façade of the nearest residential, commercial
or industrial premises.
To: - Any noise produced
or associated with the regulated entertainment shall not cause annoyance
or give reasonable cause for complaint by the occupier or any nearby
residential property.
D/Cllr Brooks will be responding
as a District Councillor immediately
2055hrs Cllr Freeman left
the meeting – after referring to the Chair.
C/Cllr Ward is seriously
ill therefore any county issues will be raised directly with Nottinghamshire
County Council directly.
11/043 CORRESPONDENCE –
Separate Sheet
11/044 REPORTS from Councillors TO BE SENT OUT WITH AGENDA
None
11/045 PLANNING MATTERS
11/046 DATE OF NEXT MEETING
– 12th July 2011
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 2110hrs
Signed: ………………………………………………..
Date: …………………………………………………….
