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Meeting Minutes November 2016

Draft Minutes of the Ordinary Meeting of the Council held on Tuesday 8 November 2016 at 7.00 pm in the Council Chamber, Village Hall, Edwinstowe.

Present: Cllrs Ayre, Brooks, Brown, Peacock, J Peck, K Peck, Tattersall, Troop

16/091 WELCOME BY CHAIRMAN INCLUDING ANY ANNOUNCEMENTS

The Chair opened the meeting welcomed all present and suspended standing orders to allow a short presentation from Ray Massey, Community First Responder.

Mr Massey outlined the role of Community First Responders. There are currently two in Edwinstowe but more volunteers are needed. They are looking at ways to promote the service and intend to provide demonstrations to all age groups and will be contacting the schools and community centres to arrange sessions.

He would like to attend the Christmas Event with an information stand.

RESOLVED: - To include an article in the next magazine; to liaise with the Clerk for a pitch at the event; to apply for funding for equipment; to give a full presentation at the January meeting. Clerk to arrange

1908hrs Standing Orders reinstated

The Chair reminded the meeting that there would be a two minute silence at the War Memorial at 11.00am on Friday and the Remembrance Parade is this Sunday (13th) - meet at Fourth Avenue at 9.30am.

16/092 RECEIVE ANY APOLOGIES AND REASONS FOR ABSENCE

Reasons were accepted and approved unanimously.

16/093 DISCLOSURES OF INTERESTS BY MEMBERS (AND EMPLOYEES) IN ITEMS ON THE AGENDA

None.

16/094 APPROVE THE MINUTES OF THE ORDINARY MEETING OF THE COUNCIL HELD
ON 11th October 2016

Minutes were approved and signed by the Chair.

16/095 MATTERS ARISING FROM PREVIOUS MEETINGS

  1. Letters from King Edwin Primary School and St Mary's CE Primary School - school capacity
    Both schools currently have some spaces.

  2. Dead Trees on High Street - Update
    These are scheduled to be removed during December but the work may take place earlier.

  3. First Responder
    See earlier agenda item.

    RESOLVED: To agenda for January meeting.

  4. Replies from Government replying to our letters about Parish Polls and objections to audit.
    The Chair read the letters to the meeting. Copies available on request.

    After a discussion it was agreed to send a response including the following points: -
    • We accept that the auditors cannot take our word that the objections are vexatious however there should be an obligation to consult with the Parish Council.
    • The auditors should check whether the objectors have asked their questions to the Parish Council during the year and only then be considered if no satisfactory response was received from the Parish Council.


    The Parish Council wanted to contest the charges further however, were told that we could be liable to further charges if we did and so were forced to pay the invoice.

    All the power and decision making is with the auditors - and they are the ones that stand to gain the most from the decisions made. The system is detrimental to parish councils and advantageous to auditors.

    There are no safeguards to prevent this happening again.

    RESOLVED: - To write a further letter and look at arranging a meeting with the relevant minister for our area.

16/096 TO RECEIVE QUESTIONS FROM COUNCILLORS (10 MINUTES)

Commenced 1930hrs

Cllr Brown asked about the possibility of a right hand filter at the Royal Oak crossroads. Clerk to make enquiries.

Cllr Brown has received numerous complaints about parking on the High Street. D/Cllr Peacock has made enquiries at N&SDC.

Cllr Brown asked about the timing of the traffic lights at the top of West Lane. Clerk to make enquiries.

Cllr Brown reported on the successful and enjoyable day at Thoresby Colliery site at the zip wire demonstration.

Cllr Brown requested a letter be sent to the schools thanking them for taking the children to the war memorial. Clerk to write letter.

Cllr Peacock declared an interest in 16/098 (ii).

Cllr Ayre expressed disappointment in the lack of information sent to elderly tenants of N&SDC regarding the new automated system for paying rents at the Ollerton sub-office. No information has been received. D/Cllr Peacock has chased this up at N&SDC.

Cllr Ayre reported that a local resident, Bill Currie, who sent a poem to the Queen for her 90th birthday, has received a reply. Article in next magazine.

RESOLVED: - All suggested actions to be made.

Ended 1937hrs

16/097 TO RECEIVE AND CONSIDER REPORTS AND MINUTES OF ANY COMMITTEE, WORKING GROUP OR SUB-COMMITTEE

Available from Parish Council Office.

  1. Cemetery
    There were three items discussed at the meeting - the disposal of excess soil from the dug graves; the pruning/cutting back of trees in the cemetery and the dying conifers in a memorial garden.

    Permission was sought from the meeting to get quotes for the tree works. Approved unanimously.

    RESOLVED: Clerk to obtain quotes.

  2. Allotments
    After a recent site visit letters have been sent to two plot holders with unkempt plots; the weeds in the centre of the road have been sprayed by Cllr Brown; a letter has been sent to the allotment association concerning the dilapidated condition of the shed and notices have been produced and will be posted over the next couple of days.

  3. Personnel & Staffing - Agreed unanimously to move to confidential

  4. Finance
    The meeting took place this morning, minutes will be circulated including recommendations made.

    There will be a separate agenda item in January to agree the precept for 2017/8.

16/098 AGENDA

  1. Robin Hood Colts - Insurance Claim
    Robin Hood Colts have received a claim for injuries sustained to an individual when climbing over the fence around Sherwood Fields. The only insurance the Parish Council has for the area is buildings insurance for the pavilion; the football club should have public liability insurance to cover for such instances.

    RESOLVED: Clerk to respond accordingly.

  2. Community Led Plan/Neighbourhood Plan - Date of Meeting for Councillors
    The preferred meeting date is 16th November.

    RESOLVED: Clerk to email all councillors for availability.

16/099 Correspondence(COPIES ARE AVAILABLE TO VIEW IN COUNCIL CHAMBERS)

  1. Christmas Tree Festival
    This year the festival will take place between 24th - 27th November It was unanimously agreed for the Parish Council to decorate a tree.

    RESOLVED: - Clerk to decorate a tree for the festival.

  2. Thoresby Colliery Memorial
    There is an article in the magazine asking for interested parties to contact the council. It was agreed to agenda again once expressions of interest are received.

  3. Goal Posts on Jubilee Park Request
    After a lengthy discussion, it was agreed for the Parks and Open Spaces Sub-Committee to revisit the site and look at the possibility including costings and report back to future meeting.

    RESOLVED: Clerk to arrange Parks and Open Spaces meeting.

  4. Extension to Skate Park Request
    Two requests have been received on behalf of users of the skate park.

    RESOLVED: Parks and Open Spaces to look at the possibility at next meeting. Clerk to look at possible funding streams.

  5. Local Cinema Shows Request
    A request has been received from a resident for a mobile cinema to visit Edwinstowe. There would be a small charge to watch the film.

    RESOLVED: To place an article in next magazine asking for interested parties.

  6. CISWO - Notification of Rent Review 2017 (Fourth Avenue Play Area)
    The review letter was noted.

    Complaints have been received concerning the very poor condition of the former welfare site. It is unsightly and becoming dangerous. D/Cllr Peacock has contacted CISWO to ask what is happening with the site and suggested a site visit, however no reply has been received responding directly to the questions raised.

16/100 ANY APPOINTMENTS TO COMMITTEES, WORKING GROUPS OR
SUB-COMMITTEES OR OTHER BODIES

None.

16/101 FINANCIAL MATTERS (TO BE REFERRED TO THE FINANCE COMMITTEE, if necessary)

Permission was requested to raise cheques, where necessary, before the next meeting in January - approved unanimously.

The Chair requested authorisation to pay £750 for Christmas lights to replace the damaged and broken lights currently in the trees. Approved unanimously

It was requested that the electrician checks the lights at the Abbey Road centre.

RESOLVED: Clerk to write cheque and contact electrician.

16/102 CHEQUES/INVOICES FOR APPROVAL

DATE PAYEE DESCRIPTION AMOUNT inc VAT
07.10.16 E.ON Car Park Electricity Charges £602.26
19.10.16 Little Oaks Playgroup Grant £400.00
19.10.16 2nd Edwinstowe Brownies Grant £300.00
19.10.16 Konica Minolta Photocopier Charges £33.89
27.10.16 Pest Catchers Pest Control £120.00
27.10.16 PHS Group Ltd Sanitary Waste Collection Charges £780.17
01.11.16 Central Garage Van Repair £99.16
02.11.16 Cash Petty Cash £91.00
03.10.16 H Randall Newsletter Delivery £200.00

The car park electric charges were discussed. It was agreed to review the number of columns and the lighting up times to try and reduce costs.

RESOLVED: Clerk to arrange meeting.

16/103 GRANT APPLICATIONS

None.

RESOLVED: - Clerk to complete a grant application form to use the remainder of the grant budget for the Thoresby Memorial - agreed at the last meeting

16/104 REPORTS FROM COUNTY AND DISTRICT COUNCILLORS
(VERBAL REPORT AT MEETING; COPY OF REPORT TO CLERK)

County Council

C/Cllr Peck reported the High Street resurfacing which was completed on time and within budget.

There are some diseased horse chestnut trees at the entrance to Friars Park which are being monitored by NCC. They may need to be removed but will be replaced with a different type of tree.

The gritting timetable for Edwinstowe still does not include Henton Road even though it is a bus route, does not qualify as not enough buses use it. C/Cllr Peck has requested Henton Road is gritted in the event of any snowfall. This request has been taken back to NCC.

District Council

D/Cllr Peacock has spoken with a senior planner concerning the solar farm on Ollerton Road which was refused by Parish, District and County councils but approved at appeal. When the plans were initially submitted, the Parish Council was promised some benefit to the community. D/Cllr Peacock to write a letter requesting how we access this community benefit.

There is a part-funded bus to work scheme, supported by N&SDC from Ollerton to Newark which needs promoting.

RESOLVED: D/Cllr Peacock provide information to Clerk.

16/105 PLANNING

Next Planning Meeting - to be arranged

New Visitor Centre Plans to be considered at a special meeting on Wednesday 30th November 2016 at 7.00pm in Parish Council Office.

16/106 PUBLIC PARTICIPATION - STANDING ORDERS WILL BE SUSPENDED
FOR THE DURATION OF THIS SECTION. PLEASE REFER TO GUIDANCE PROVIDED (ALSO AVAILABLE ON THE PARISH COUNCIL WEBSITE) - 15 MINS

Commenced - 2026hrs

A resident reported the leaves have now been cleared up from Forest Corner and requested it be done more frequently in future. Clerk to contact N&SDC for road sweeper.

A resident requested representation from a councillor at the planning meeting where the Rufford Pastures application will be discussed. Either Cllr Peacock or Cllr J Peck to attend.

A resident queried the number of affordable houses (sold at 20% less than market value) being built on the Rufford Pastures development as it does not appear to comply with N&SDC regulations.

16/107 DATE OF NEXT MEETING: Tuesday 13th December 2016 (if required), Tuesday 10th January 2017 - Noted.

Ended 2045hrs

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