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Meeting Minutes July 2019

Draft Minutes of the Ordinary Meeting of the Council held on Tuesday 9 July 2019 in the Council Chamber, Village Hall, Edwinstowe.

Present: Cllrs Ayre, Brooks, Brown, Murphy, Peacock, J Peck, K Peck and Rogers.

Apologies: Cllr Carlton, Freeman and Troop.

19/038 WELCOME BY CHAIRMAN INCLUDING ANY ANNOUNCEMENTS

The Chair opened the meeting and welcomed all present.

19/038 RECEIVE ANY APOLOGIES AND REASONS FOR ABSENCE

Apologies noted for Cllrs Carlton, Freeman, and Troop.

19/039 DISCLOSURES OF INTERESTS BY MEMBERS (AND EMPLOYEES) IN ITEMS ON THE AGENDA

Cllr Murphy 19/044.

19/040 TO APPROVE THE MINUTES OF THE EXTRAORDINARY MEETING OF THE COUNCIL HELD
ON 11th JUNE 2019

  1. Receive Agenda by e-mail

The Council agreed to receive all future agendas by e-mail. Saves paper and time delivering.

It was agreed that future minutes would be concise, only recording verbatim if requested.

Discussion took place that Councillor Reports could also be more concise and include only relevant information. Parish Council agreed that summary reports can be given verbally by the Chair in Councillors absence.

19/041 MATTERS ARISING FROM PREVIOUS MEETINGS

  1. Finance Training
    Clerk to attend bookkeeping and VAT training on Tuesday 16th July, the office will be closed.

  2. Business Proposal Mr Booth
    Chair asked that the council organise a meeting with Robin Hood Colts, regarding the lease of land. Also to discuss boiler and grass cutting with Robin Hood Colts.

    Resolved – Clerk to arrange a meeting with the Council and Robin Hood Colts.

  3. Audit
    Additional paperwork was requested by the Auditors which has been sent.

  4. National Proficiency Test Council Training (NPTC1 / 6W)
    Amenity Supervisor attending practical exam on Wednesday 10th July.

    It was discussed that the Parish Council look into billing Newark and Sherwood Homes for any work that we undertake which they have failed to carry out.

    Resolved - Clerk to look into billing Newark and Sherwood Homes for any hedgerow trimming or other practical work that the Parish Council has undertaken.

  5. Unity Trust Bank
    We have received cheques and paying in books. The Council will in future endeavour to pay all payments with BACS payments.

19/042 TO RECEIVE QUESTIONS FROM COUNCILLORS (10 MINUTES)

Cllr Murphy reported speeding motorcycles and Conker trees on Friars Park which are diseased and grass cutting adjacent to roads.

Cllr Ayres reported dog fouling near Gaitskell Close and the Cherry Tree outside Abbey Road Community Centre.

Resolved - Clerk to write to Newark and Sherwood Homes regarding Cherry Tree.

Cllr K Peck reported that Den Building is very noisy close to the Forest Cemetery.

Cllr J Peck reported that Patrick Chandler had not received a letter from the Parish Council on his appointment as trustee.

Resolved - Clerk to write letter to Patrick Chandler.

Cllr Rogers reported that the road may not be wide enough outside the new Fourth Avenue development, and also that King Edwin Primary school ran an excellent School Sports Day, the head should be congratulated.

Chair raised concerns regarding camping during the Robin Hood Festival close to houses.

Chair to contact RSPB on the above issues.

19/043 TO RECEIVE AND CONSIDER REPORTS AND MINUTES OF ANY COMMITTEE, WORKING GROUP OR SUB-COMMITTEE

  1. Allotments
    Cllr Ayres reported on a Communal area close to the allotment entrance that has been created thanks to the Royal Oak Allotment Association. The Association have also liaised with the Wildlife Trust as they have a collection of recycled tree guards.

    Chair reported on reusing of boarding at the bowling green to create raised beds on the Boy Lane Allotments for a tree nursery constructed and used by council staff.

    K Peck Moved to accept, seconded by Cllr Rogers.

  2. Fix meeting date for Parks and Open Spaces Committee
    A discussion took place regarding the Skatepark which is in a poor state. Received correspondence regarding a youth club using the skate board park on Friday evenings with a mobile bus. The Council agreed that this was welcomed. Cllr Peck has worked with the head of the youth service to ensure the mobile youth service is maintained. North Muskham has a composite Skatepark Ramp.

    Resolved - Parish Council will look into this material as it could be integrated into the current Skatepark.

    The Parish Council have agreed to repair the Skatepark with the rest of the Section 106 money set aside for its maintenance.

    Chair discussed a future Village Hall Management Committee meeting to take place, and as this may include financial matters that the Chair and Finance Committee Chair attend.

    Next Events Committee has been set for Wednesday 17th July at 9.30 am.

19/044 AGENDA

  1. Thoresby Memorial
    History Board is now complete and being manufactured. The Parish Council have sent over additional inscription for the Memorial Stone and the new railings will need further work to strengthen them which has been arranged.

  2. Ollerton Road Solar Farm
    Cllr Peacock reported that additional screening along the hedge needs to take place and Richard Marshall from Newark and Sherwood District Council will survey the site to make sure the work is undertaken.

  3. Groundwork / Tesco Bags for Life
    The final Fourth Avenue instalment has been paid for the Trim Trail. The Parish council will send photos of the Memorial Garden to Groundwork once all the works have been completed.

  4. Thoresby Vale Working Group
    Date is Monday 29th July at 10am at the Council Chamber. Particularly, new councillors should be encouraged to view the site. Councillors should become familiar with the recent planning application by Harron Homes that the Parish Council objected to.

  5. Village Magazine
    Village Magazine is with the distributors.

  6. Woodhead’s / West lane
    Discussion took place regarding the new pathway. The pathway is in line with the planning application as identified by Newark and Sherwood District Council. Nottinghamshire County Council to undertake a safety audit on the new pathway.

  7. Section 106 Monies
    Chair reported on a meeting with Carolyn Pinder from Newark and Sherwood District Council relating to the Woodhead’s Pastures S106 money. It is anticipated that the first instalment should become available end of July. The monies have been identified to be spent on the Boiler within the Pavilion used by Robin Hood Colts and new toilets in the Village Hall.

    The Parish Council agreed to discuss the S106 money contributions at the next Parks and Open Spaces Committee, as the Parish Council does not hold an Ordinary meeting in August.

    Moved by K Peck, seconded by Cllr Peacock. Agreed unanimously.

  8. Dog Bins
    Discussion took place regarding the removal of dog waste and the replacement of two dog bins, one on Mansfield Road and Rufford Road. It was agreed to replace these two dog bins.

    The possibility of the Amenity Team undertaking removal of dog waste from Dog Bins, was also discussed, which would result in a cost saving to the Parish Council. Currently the Parish Council pays Newark and Sherwood District Council for this service. The Amenity Team are already emptying rubbish bins that contain dog waste. Rubbish Bins could have a sticker which informs public that they can also be used for dog waste.

    Resolved - Clerk to investigate feasibility of removing dog waste, placement of stickers on ordinary bins. To discuss at September meeting.

  9. Asbestos – allotments
    Asbestos mix placed in one area within the allotments.

    Resolved - Clerk to investigate double bagging of this waste and removal off site by Parish Council Staff.

  10. LIS Capital Funding
    The Parish council contribution will be 50% match funding totalling £4,345.00 for signs into the village.

  11. Garden Centre / Supermarket – Plants
    Parish Council to contact Garden Centres and Supermarkets for plants that will be thrown away and ask them if they “can be thrown in our direction”. The Parish Council can replant them in our allotment to be planted later within the village.

  12. Staff Meeting – Confidential

19/045 Correspondence (COPIES ARE AVAILABLE TO VIEW IN COUNCIL CHAMBERS)

  1. Mark Spencer
  2. Parish Council Questionnaire – cycling in Thoresby Development
  3. NSDC – variation or removal of Planning Conditions
  4. VIA – Roadworks Bulletin
  5. Keep Britain Tidy
  6. Graffiti on the skate-board park
  7. NSDC – arts funding
  8. Community Engagement Policing
  9. Scope Recycling Bank
  10. VE Day 75th Anniversary
  11. Rufford Road
  12. NOTTSALC – Funding Bulletin
  13. NOTTSALC – Legal Update
  14. Business Manager NSDC Town Centres Development

19/046 FINANCIAL MATTERS (TO BE REFERRED TO THE FINANCE COMMITTEE, if necessary)

  1. Finance Committee Meeting Date

Chair pointed out that the Parish Council should see all income within the agendas as part of our signed constitution. From now on will include income as well as invoices.

19/047 CHEQUES/INVOICES FOR APPROVAL

DATE PAYEE DESCRIPTION AMOUNT inc VAT
01.05.2019 CAME & COMPANY VAN INSURANCE £469.22
04.06.2019 TRACEY ROBB HANGING BASKETS £1,184.89
07.06.2019 BMB FINANCIAL SERVICES INTERNAL AUDIT £100.00
08.06.2019 BETTER CONNECTED PHONE/BROADBAND £83.00
09.06.2019 UK PLUS PETROL £23.57
12.06.2019 COUNTY SUPPLIES CLEANING PRODUCTS £23.41
13.06.2019 INFORMATION COMMISIONERS OFFICE RENEWAL FEE £40.00
14.06.2019 STAFF SALARIES (14.06.2019) £1,891.00
14.06.2019 NCC PENSION (JUNE) £1,817.84
14.06.2019 HMRC PAYE/NIC (JUNE) £1,042.75
15.06.2019 WATERPLUS WATER SUPPLY £66.48
16.06.2019 UK FULS PETROL VAN / MOWER £88.31
16.06.2019 SAGE ACCOUNTS SUBSCRIPTION £19.20
20.06.2019 TRENT VALLEY TRAINING TRAINING AND ASSESSMENT PA1/6W £516.00
25.06.2019 THORESBY SETTLEMENT RIVER MAUN RENT £65.00
24.06.2019 TOWN & COUNTRY GRASS CUTTING £1,396.80
24.06.2019 PERSONNEL ADVICE SOLUTIONS RETAINED ADVICE SERVICES £120.00
27.06.2019 COUNTY SUPPLIES PUBLIC TOILET CLEANING EQUIPMENT £104.23
28.06.2019 STAFF SALARIES (28.06.2019) £3,522.59

Chair wishes to invite Town and Country who undertake grass cutting to a meeting to discuss contracts and who pays for grass cutting in selected areas.

Parish Council discussed cost effectiveness of Personnel Solutions.

Resolved - Clerk to report back on contract with Personnel Solutions in September.

Unanimous agreement to pay pensions, invoices received over summer period as no Ordinary meeting in August.

19/048 REPORTS FROM COUNTY AND DISTRICT COUNCILLORS
(VERBAL REPORT AT MEETING; BULLET POINTS TO CLERK)

Report from District Cllr Brown; I have been in contact with Heather Sutton regarding the issue of speeding around the village. I am awaiting the Beat Sergeant to contact me regarding the issue, so that we can try and resolve the issue of parking enforcement. I have been on the High Street to try and reduce the impact of the parking problems within the village. I had a positive meeting with Harvey at the Thoresby Estate regarding the future plans for the Estate and the cohesive and co-operation between Sherwood Forest/RSPB, the Estate and the Tourism in the area. I was asked if the Parish Council could contact the Estate regarding the Cemetery and possible future land as they need a plan moving forward. Only 10% of the issue has been sorted, and they need to plan for the future i.e., farming. I also walked around the village with the Newark and Sherwood Homes Team regarding property’s where a few problems have been raised, including a possible business run from a home owned by Newark and Sherwood Homes which they are looking into. It was also raised about the communal areas looking a bit rough and I have asked that these be cleaned up.

The Chair read the report of District Cllr Carlton in his absence; recently undertook a visit to Thoresby Estates, to hear more of their plans for the future in relation to Tourism and Leisure. Members may-be aware from media reports, the Estates have won the bid for the Horse Trials from Belton. Thoresby are keen to ensure their plans/events can benefit the area and how local business may-be able to trade on the day or supply too. There will also be a Glow-worm festival and a Ploughing match later this year. Thoresby Estates remain in a good position to purchase The Laxton Estate. The Leisure and Environment Committee at Newark and Sherwood District Council unanimously agreed to adopt additional powers to enforce on littering from vehicles and adopted a new graffiti policy. Additional information relating to both subjects can be provided if members request. The Leisure and Environment Committee also agreed that more has to be done on recycling, in particular reference to plastics. I have also been researching several plastic recycling projects, with a good option via a company called Terracycle. This has been forwarded to Cllr Troop for consideration in relation to the Environment Committee proposals at the last Full Council Meeting. In short, this company specialises in recycling plastics of all types. I am currently arranging a litter pick for Edwinstowe to be held on Sunday 4th August 10am meet at Dukeries Lodge. The intention of the pick is to focus on approach roads into Edwinstowe. Council Members are welcome to attend. Posters etc. will be supplied. In relation to a question coming from the Parish Planning Committee re: Council tax bandings once approved extensions have been built, has been submitted to a planning officer for a response. Naturally a response will be forwarded. The Newark and Sherwood Homes Consultation is progressing well and uptake is being reported as being good.

Report from District Cllr Peacock; Destination Management Group, Matt Lamb from Newark and Sherwood District Council will offer a Parish Council representative. Ollerton Hall four tenders have been submitted, with the preferred bidder selected for end of July. Homeless strategy with Newark and Sherwood District Council and Ashfield District Council targets to end rough sleeping in the village. Steve Sidwell with Car park lighting to chase up. CCTV chasing up. Cleaned oil spill on pavements down the High Street, should try to prevent car parking on the pavement.

Report from County Councillor J Peck; Lots of pot holes and several blocked drains. Regarding the Ollerton Road consultation I have met with the Design Officer. Additional traffic lights, could result in traffic jams down to the Lockwell Hill Junction. The County Council have launched a Visitor Strategy, held at Rufford Mill. Edwinstowe is included in the strategy. Cllr Peck Moved a Climate Change Motion at the County Council Committee. From the County Council Community Fund, donations were given to the “Hand Bell Ringers and Third Edwinstowe Rainbows”.

19/049 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

No Public Present.

19/050 DATE OF NEXT MEETING: 10th September 2019 AT 7.00 PM

Chair thanked everyone for attending and closed the meeting at 9.05pm.

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