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Meeting Minutes January 2017

Draft Minutes of the Ordinary Meeting of the Council held on Tuesday 10 January 2017 at 7.00 pm in the Council Chamber, Village Hall, Edwinstowe.

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

Apologies: Cllr Brown - work commitments, Cllr Starbrook - ill health

16/108 WELCOME BY CHAIRMAN INCLUDING ANY ANNOUNCEMENTS

The Chair opened the meeting and welcomed all present. The Chair announced that this meeting is a Parish Council meeting for Parish Councillors; members of the public are invited to attend and a public participation section is provided.

16/109 RECEIVE ANY APOLOGIES AND REASONS FOR ABSENCE

Reasons were approved unanimously.

16/110 DISCLOSURES OF INTERESTS BY MEMBERS (AND EMPLOYEES) IN ITEMS ON THE AGENDA

Cllr McLaughlin - 16/117(i)
Cllr Peacock - 16/115(ii)

16/111 APPROVE THE MINUTES OF THE ORDINARY MEETING OF THE COUNCIL HELD
ON 8th November 2016

Minutes were approved unanimously and signed by the Chair.

16/112 MATTERS ARISING FROM PREVIOUS MEETINGS

None.

16/113 TO RECEIVE QUESTIONS FROM COUNCILLORS (10 MINUTES)

Commenced 1903hrs

None.

16/114 TO RECEIVE AND CONSIDER REPORTS AND MINUTES OF ANY COMMITTEE, WORKING GROUP OR SUB-COMMITTEE

Available from Parish Council Office.

None.

16/115 AGENDA

  1. High Street Christmas Event
    Costings for the 2016 had been circulated with the agenda. After a discussion it was agreed not to include the costs for the Christmas lights and the electrical work as these are not specific to the event.

    RESOLVED: - Clerk to amend costing sheet. Events Sub Committee to meet to review the event and look at future costs.

    Official thank you to all staff members and councillors that help to arrange the event including setting up and dismantling the stalls. A lot of work takes place behind the scenes and the event could not go ahead without this help.

  2. Community Led Plan
    RCAN can no longer attend the meeting on 24th January. They are holding a Neighbourhood Planning event during February and would like a councillor to attend.

    RESOLVED: - Clerk to rearrange Community Led Plan meeting and to circulate Neighbourhood Plan date when received.

  3. Document Retention Policy
    This document had been circulated to councillors with the agenda. It was previously adopted in November 2015 and it is as recommended by NALC and SLCC.

    RESOLVED:- The policy was adopted unanimously.

  4. Use of Council Chambers for King's Clipstone Meetings
    King's Clipstone Village Council would like to continue to use the Council Chambers for their meetings.

    RESOLVED: - The request was unanimously approved (proposed Cllr J Peck, seconded Cllr Ayre), costs as before £10 - meeting.

  5. Thoresby Memorial Working Group
    So far we have raised £5,000 including £800 from local donations, £3,000 from C/Cllr Peck and £1,200 from Woodhead Group.

    A discussion took place concerning the necessity to form the working group. The group will not be a decision making body but will make recommendations that will be approved by full council. Cllrs McLaughlin, Peacock and J Peck were unanimously approved as council representatives on the working group and for the remaining three places for local residents.

    RESOLVED: - To place an article in the magazine asking for interest.

  6. Fracking
    The Chair read extracts from press releases given by NCC and Thoresby Estates.

    Three Councillors had attended the recent rally at the Major Oak. It was an informative event attended by several hundred people and has given a higher profile to our area.

    There are concerns not only about drilling and fracking but also investigative works/seismic testing taking place.

    RESOLVED:- Agenda for February meeting for a more in depth discussion about what it means for us as a community. Councillors to prepare for the discussion.

  7. Solar Farm - Community Benefit
    There is a possibility that Anesco will donate a solar energy system for a community building in the village. List of community buildings to be forwarded to Anesco for them to assess their suitability.

    RESOLVED: - Clerk to compile a list of community buildings and circulate to all councillors. Clerk to arrange a meeting with Anesco.

    Cllr Ayre declared an interest.

    The Chair requested the following two agenda items be swapped. Agreed unanimously.

  8. Conduct of Meetings
    Guidance for Public Participation sections during ordinary and planning meetings and an explanatory document concerning conduct at meetings had been circulated with the agenda.

    After a discussion it was unanimously agreed to place a statement of purpose at the top of both guidance documents and to include all three documents in the next edition of the Village Magazine.

    The guidance documents follow the procedure set out by NALC but have been adjusted where necessary.

    RESOLVED: - Clerk to make agreed amendments and place in noticeboards/on the website/in the magazine. All documents were formally adopted unanimously.

  9. Twinning
    The Chair would like to arrange a meeting with the resident who helped during the visit last summer from the Mayor and residents of Robiac-Rochessadoule to discuss her thoughts on the potential of twinning. After a discussion it was agreed to place another article in the next magazine asking for interested residents to contact the Clerk.

    RESOLVED:- It was unanimously agreed to arrange the meeting and place the article.

16/116 Correspondence(COPIES ARE AVAILABLE TO VIEW IN COUNCIL CHAMBERS)

  1. NCC - Better Broadband for Nottinghamshire Update
    The county now has 95% coverage.

  2. Mark Spencer MP - Local Government Finance Settlement
    The Chair read extracts from the letter.

    It was strongly felt that organisations are not achieving savings but cutting services in order to keep within budgetary constraints. Those affected are the most vulnerable and the elderly.

    After a discussion it was unanimously agreed to challenge some of the content of the letter once it has been checked.

    RESOLVED: - Clerk to research claims made in the letter and compose a response for circulation prior to sending. Agreed unanimously.

  3. NCC - Crime in Rural Areas Consultation
    The consultation date ends on 16th January 2017. Councillor to respond individually.

  4. Letter - Standing Water outside Mill Lane residence
    The Chair read extracts from the letter to the meeting and passed to C/Cllr J Peck for a response.

    RESOLVED: - Clerk to inform resident letter has been passed to C/Cllr Peck.

  5. Hetty's - Attendance at future meeting
    It was unanimously agreed to invite Hetty’s to a future meeting.

    RESOLVED: - Clerk to arrange

16/117 ANY APPOINTMENTS TO COMMITTEES, WORKING GROUPS OR
SUB-COMMITTEES OR OTHER BODIES

  1. Allotment Sub Committee
    Cllr Brown has rented an allotment and has resigned from the sub-committee. Cllr Troop was unanimously approved as his replacement.

  2. Dates - Finance Committee, Planning Committee, Allotment Sub Committee, Personnel & Staffing Sub Committee
    RESOLVED: - Clerk to arrange meetings asap.

16/118 FINANCIAL MATTERS (TO BE REFERRED TO THE FINANCE COMMITTEE, if necessary)

  1. External Audit 2015/16
    This is now complete and has been returned. It is on the website and the closure notice is in the village hall noticeboard.

  2. Village Grass Cutting Contract
    Moved to confidential - agreed unanimously.

  3. Precept 2017/18
    The finance committee have scrutinised the accounts and have proposed a 0% increase to this year's precept. Although there have been some unexpected expenditure over the years, we have managed to absorb some unexpected costs. There are however additional costs relating to the pension deficit that we have to contribute towards which amount to £6,116 for the coming year.

    The Parish Council have made many savings on expenditure but there will possibly be an increase in future years.

    A discussion took place concerning whether the precept should be increased this year or kept at 0%. As the Finance Committee had proposed 0% this needed to be voted on before any counter proposals were made. Vote - 6 for, 3 against.

    RESOLVED: - To set a 0% increase to next year's precept. Clerk to calculate the amount of unexpected expenditure.

  4. NCC Pension Costs
    Discussed with previous agenda item.

16/119 CHEQUES/INVOICES FOR APPROVAL

DATE PAYEE DESCRIPTION AMOUNT inc VAT
07.11.16 A. Buckingham Grave Digging £1,325.00
08.11.16 Royal British Legion Remembrance Wreaths £51.00
08.11.16 Konica Minolta Photocopier Charges £100.37
09.11.16 EvoWeb Village Newsletter Design & Printing, Christmas Poster & Banner Design and Remembrance Booklet Design £2,255.00
14.11.16 HM Revenue & Customs PAYE/NIC Month 7 £1,354.44
14.11.16 NCC Pension Month 7 £1,406.58
14.11.16 Trade UK Account Plants and Ladders £179.34
14.11.16 EVHMC Gas Charges to 10.11.2016 £105.71
14.11.16 Town & Country Village Grass Cutting £1,396.80
14.11.16 Pet's Paradise Miscellaneous Equipment £40.80
16.11.16 Hawks of Steele Christmas Event Fee £240.00
18.11.16 Pet's Paradise Selection Boxes for Christmas Event £530.00
18.11.16 The Joker Entertainment Christmas Event Fee £1,200.00
18.11.16 Marvellous Memories Printing of Remembrance Booklets and Posters/Flyers and Banners for Christmas Event £390.60
18.11.16 M Godber Punch & Judy Christmas Event Fee £180.00
21.11.16 Location Audio PA System and Marquee Hire Christmas Event Fee £575.00
21.11.16 PPE Work Solutions Work Gloves £14.99
21.11.16 Dukeries Singers Christmas Event Fee £100.00
25.11.16 Ganache House Mince Pies for Christmas Event £50.00
25.11.16 Gavin Kenning Engineering Ltd Stall Hire for Christmas Event £469.20
28.11.16 NCC Pension Month 8 £1,149.48
28.11.16 HM Revenue & Customs PAYE/NIC Month 8 £1,031.90
29.11.16 DA Williams Testing/Repair of Christmas Lights £463.00
29.11.16 Broxap 2 x Planters for High Street £1,358.40
30.11.16 Cash Petty Cash £116.06
05.12.16 St John Ambulance Christmas Event Fee £82.80
07.12.16 Major Oak Pop Choir Christmas Event Fee £80.00
12.12.16 Grant Thornton Audit Fee £780.00
12.11.16 Viking Copier Paper £20.68
15.12.16 Bunzl Cleaning Supplies £54.78
16.12.16 Notts County Supplies Brush Heads £43.56
21.12.16 Doctoremote Tag Hosting Renewal Fee £21.60
21.12.16 National Allotment Society Membership Renewal £66.00
22.12.16 NCC Pension Month 9 £1,253.19
22.12.16 HM Revenue & Customs PAYE/NIC Month 9 £1,271.12
22.12.16 VHMC Electricity Charges to 22.12.16 £107.73
28.12.16 Ashfield Effluent Services Emptying of Septic Tank at Pavillion £167.00
28.12.16 Sherwood Forest Brass Christmas Event Fee £80.00
29.12.16 A Buckingham Grave Dig £250.00

VAT Receipt - April - June 2016 £1,740.98, July & September 2016 £2,552.08

The Chair made the following comments: -

As there was no meeting in December, payments were authorised in advance at the November meeting for ratification at this meeting.

The Parish Council only pay for one Remembrance Wreath at a cost of £17, the others are reimbursed by the relevant organisations.

The planters were paid for by a donation.

The gravedigger fees are paid to us by the funeral directors and then forwarded to the gravedigger.

Car park electricity charges need to be reviewed. Clerk to arrange meeting.

RESOLVED: - Cheques were unanimously approved and signed.

16/120 GRANT APPLICATIONS

None.

16/121 REPORTS FROM COUNTY AND DISTRICT COUNCILLORS
(VERBAL REPORT AT MEETING; COPY OF REPORT TO CLERK)

District Council

D/Cllr Peacock contacted N&SDC to request parking enforcement officers visit the village. They have been making weekly visits since. A resident parked at the top of the High Street and then moved her vehicle to the bottom of the High Street thinking this was in order as it was within the one hour limit however has received a parking ticket as this is not allowed.

D/Cllr Peacock has raised concerns with CISWO about the condition of the old welfare site but they have refused to meet him on site or do a risk assessment. He has made a complaint and is awaiting contact.

County Council

C/Cllr Peck has re-submitted his request for a right hand filter lane at the top of the High Street and Highways are 'looking into it'. He has also asked that it be looked at with the plans for the new visitor centre.

Various potholes have been reported and donations have been made to both the Thoresby Memorial Fund and to Edwinstowe Cricket Club.

16/122 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 2020hrs

A resident stated that despite writing in the village magazine and previous minutes that the Parish Council had refused the solar farm, all information on the internet says the parish council approved the application. Is this true? Yes, the Parish Council approved the application.

A resident asked who their Parish Council representative was going to be at N&SDC planning meeting for the Rufford Pastures application.

A resident reported the dreadful parking on Robin Hood Avenue. This will be taken to the next Safer Neighbourhood Group Meeting.

A resident stated that if gas is extracted through fracking in our area, there are no guarantees that it will be used in our area. It may even be sold for use abroad.

A resident reported that the first responder initiative is expanding in the village and he is making presentations to local schools and community groups in the near future.

2047hrs - Standing Orders reinstated

16/123 PLANNING

Please see separate sheet for decisions. No applications will be discussed at Ordinary Meetings, only decisions reported. A separate meeting will allow for a longer discussion if required.

The Parish Council no longer receives paper copies of planning applications - councillors and residents must now view applications on the internet. A discussion took place and it was strongly felt that this is not satisfactory as not everyone has access to a computer.

RESOLVED: - To write to N&SDC to express disappointment and ask who made the decision and when was it taken.

There are several amendments to the Rufford Pastures application. D/Cllr Brooks has asked for the officer to let her know what they are.

  1. Date of N&SDC Public Consultation for Thoresby Development
    (Saturday 11th February 2017) Times will be circulated. N&SDC will leaflet drop the whole village to inform of the consultation.

A discussion took place concerning the best way to consult with residents over planning matters.

RESOLVED:- Agenda item February
NB Cllr Peacock to attend N&SDC Planning meeting on behalf of residents concerning the Rufford Pastures development

16/124 DATE OF NEXT MEETING: Tuesday 14th February 2017 - noted

Ended 2045hrs

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