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Meeting Minutes May 2016

Draft Minutes of the Ordinary Meeting of the Council held on Tuesday 10 May 2016 at 7.00pm or immediately after the Annual General Meeting in the Council Chambers, Village Hall, Edwinstowe.

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

16/008 WELCOME BY CHAIRMAN INCLUDING ANY ANNOUNCEMENTS

The Chairman opened the meeting, welcomed all present and asked if anyone would be recording.

The Chairman informed the meeting the date of the appeal hearing for the planned Solar Farm is 7th June 2016.

16/009 RECEIVE ANY APOLOGIES AND REASONS FOR ABSENCE

None.

16/010 DISCLOSURES OF INTERESTS BY MEMBERS (AND EMPLOYEES) IN ITEMS ON THE AGENDA

Cllr McLaughlin - 16/014(i)
Cllr Starbrook - 16/019 cheque to Pet's Paradise

16/011 TO APPROVE THE MINUTES OF THE ORDINARY MEETING OF THE COUNCIL HELD
ON 12th April 2016

  1. Correction to Minute Reference 15/167 (ix)
    The meeting was to look at the possibility of extending the cemetery. Nick will be discussing the options at the forthcoming Trustees meeting and will inform the council of the outcome.

Minutes were approved unanimously by those who had been present at the meeting and signed by the Chair.

16/012 MATTERS ARISING FROM PREVIOUS MEETINGS

  1. Meeting with Nick Brown - Thoresby Estates
    The meeting was to look at the possibility of extending the cemetery. Nick will be discussing the options at the forthcoming Trustees meeting and will inform the council of the outcome.

    RESOLVED: - Agenda item when information received from Nick Brown

  2. Footpath at bottom of Sherwood Fields Update
    An email has been received from the Area Rights of Way Officer, "…As this is a bridleway, we could not authorise a stile as we have to keep a 1.6m gap for horse riders to get through. We are also only able to authorise new structures to control the ingress or egress of animals. Unfortunately, anything a horse can negotiate, leaves plenty of room for a motorcycle to negotiate."

    RESOLVED: - To send a copy of the reply to the member of the public who had raised the issue.

  3. INEOS Meeting Update
    Tom Pickering, the Operations Director will be attending the Ordinary Meeting on 14th June. He will be offered the same opportunity as the anti-fracking group representative.

  4. QE II 90th Birthday Celebrations Update
    The Chair praised the community spirit as the event was extremely well attended. Enough donations had been received from local groups and businesses to cover the cost of the beacon and the gas. The Parish Council contribution was the decorations.

    We have also had interest from a local business owner to sponsor plants for a planter outside the library.

    RESOLVED: - To write to local businesses and organisations for sponsorship and to offer opportunity to advertise their business on a small plaque.

16/013 TO RECEIVE QUESTIONS FROM COUNCILLORS (20 MINUTES)

Commenced 1900hrs

Cllr Brown asked the progress of the plan for the visitors from France.

RESOLVED: - Agenda item June meeting. Circulate email received from Robiac-Roussedoule to all councillors with dates etc

Cllr Ayre reported elderly residents were concerned about a recent break in on Portland Row.

RESOLVED: - To ask PCSO for information and forward to Cllr Ayre.

Cllr K Peck had met members of Mercian Historical Society in Sherwood Forest recently. They are organising events and activities in Edwinstowe and Sherwood Forest.

RESOLVED: - Invite to an ordinary meeting to promote their events etc. Agenda item July

Cllr Brown reported visitors using the walking maps in and around the village recently and asked if any more maps were available on the website.

Ended - 1909hrs

16/014 TO RECEIVE AND CONSIDER REPORTS AND MINUTES OF ANY COMMITTEE, WORKING GROUP OR SUB-COMMITTEE

Available from Parish Council Office.

  1. Allotments
    At the last visit there was a lovely atmosphere on site. We currently have 3 vacant plots of the standard size.

    We have received two letters that need discussing in confidential as people are named in them. Approved unanimously to move to confidential section.

  2. Personnel & Staffing
    One worker approached the council to ask to be considered for voluntary redundancy. This was agreed, the correct procedure was followed and the worker has now left.

    Further discussion to be made in confidential. Agreed unanimously.

16/015 AGENDA

  1. Community-led Plan
    We now have a named person to contact and a message has been left.

  2. Fourth Avenue Play Area
    1. New Sign
      The wording on the sign was discussed.

      RESOLVED: - To add the following phrases: -
      • Enjoy yourself
      • Please be considerate to everyone
      • Please no ball games

      And add the words 'except assistance dogs' after no dogs allowed.

      Signs to be ordered for the three children’s play areas

    2. Equipment
      We have received a complaint about older children playing football against the fence next to the Bowls Club. After a discussion, it was resolved to.

      RESOLVED: - Apply for grants for new equipment.
      Agenda item in June.

  3. Motion - proposed by Cllr J Peck, seconded by Cllr Brooks - approved unanimously

    Edwinstowe Parish Council agrees to create a memorial in memory of all the miners who died working at Thoresby Colliery during the time of its existence. We will set up a fund to raise the necessary money to build the memorial and will consult with the local community and miners’ unions in respect of the design and location of the memorial. Funding will also be sought and a suitable location in the village agreed, to locate the Thoresby Colliery half winding wheel as a reminder of Edwinstowe’s proud history as a coal mining village.

    The half winding wheel is currently being stored on site for safe keeping.

    RESOLVED: - To identify an appropriate site for the wheel.

    There is a memorial at Bilsthorpe to commemorate miners who died.

    RESOLVED: - To contact Bilsthorpe Parish Council for details. To identify an appropriate site in the village for our own memorial.

    To submit a bid to NCC - check submission date. To look at funding opportunities. To write to Coal Authority, CISWO, Unions, Local Community etc

  4. Village Hall
    The Playgroup has now closed. There are plans for a toddler group two mornings per week.

    The question of ownership of the Village Hall garden has been raised. This is leased to the Parish Council by N&SDC.

    RESOLVED: - To make enquiries concerning the possibility of the Parish Council obtaining the freehold.

16/016 Correspondence(COPIES ARE AVAILABLE TO VIEW IN COUNCIL CHAMBERS)

  1. Letter from Sherwood Forest Fun Park
    The Parish Council has been copied into a letter from the owners of the Fun Park to Derek Higton from NCC. It is available for councillors to read. The contents were noted.

    RESOLVED: - Letter of acknowledgement to be sent

  2. N&SDC - Strategic Priorities Consultation - Noted

  3. Resident Letter - No Stopping on School Keep Clear Markings
    The Parish Council has been copied into a letter from a resident of Fourth Avenue concerning the above. C/Cllr Peck and D/Cllr Peacock have visited the resident and discussed the contents. Some of the issues raised are being addressed.

    RESOLVED: - To raise at next SNG meeting. To send a letter of acknowledgement informing that the letter was discussed and understand it has been followed up.

  4. N&SDC - Consultation on Proposed Changes to List of Infrastructure projects to be funded by Community Infrastructure Levy
    The majority of the proposals are in and around Newark. Our villages receive very little funding.

    A request was made for District Councillors to raise at Newark & Sherwood - agreed unanimously

16/017 ANY APPOINTMENTS TO COMMITTEES, WORKING GROUPS OR
SUB-COMMITTEES OR OTHER BODIES

None - dealt with at AGM.

16/018 FINANCIAL MATTERS (TO BE REFERRED TO THE FINANCE COMMITTEE, if necessary)

  1. Approval of Annual Governance for 2015.16
  2. Approval of Accounting Statement for 2015.16
  3. Approval of Internal Audit Financial Procedures for 2015.16

Copies of the above documents were circulated to all councillors with the agenda. After a discussion, all were approved unanimously and relevant sections were signed by the Chair and Clerk.

The Chair had attended a training session concerning audit where it was reported that as long as an internal audit had been carried out in the relevant year (2015/16), it could be submitted with this year’s Annual Return. We had an internal audit in April 2015.

16/019 CHEQUES/INVOICES FOR APPROVAL

DATE PAYEE DESCRIPTION AMOUNT inc VAT
11.04.2016 Cash Petty Cash £149.00
15.04.2016 Town & Country Grass Cutting (Sherwood Fields) £162.00
15.04.2016 N&SDC Dog Bin Emptying £1,856.40
15.04.2016 CISWO Playground Rent - 4th Avenue £80.48
15.04.2016 Viking Stationery Stationery £31.51
15.04.2016 Eon Car Park Lighting £283.43
15.04.2016 Tony Buckingham Gravedigger Fee x 2 £500.00
15.04.2016 Bunzl Cleaning Supplies £43.87
15.04.2016 ELF Property Care Skate Park Repairs £520.00
15.04.2016 Trade UK Ltd Materials £86.84
15.04.2016 County Supplies 2 x Benches (Fourth Ave) £1,251.00
15.04.2016 Notts County Supplies Jubilee Park Rent £1.00
15.04.2016 JKE Web Design Website Mgt Fee £350.00
15.04.2016 Universal Fabrications Steel Supports Fourth Ave £480.00
19.04.2016 Came & Company Insurance Renewal £4,225.99
19.04.2016 Post Office Council Van Tax £230.00
20.04.2016 Employee Voluntary Redundancy Pay £3,140.00
20.04.2016 Notts County Council Month 1 Pension £1,256.59
20.04.2016 HM Revenue & Customs Month 1 PAYE/NIC £991.66
21.04.2016 Pet's Paradise 2 x Gas Bottles (QE II 90th) £60.00
25.04.2016 NALC Seminar Fee £10.00
25.04.2016 B&A Solicitors Advice - Employee £300.00
25.04.2016 Midlands Asbestos Asbestos Removal - Ollerton Road Allotments £264.00
26.04.2016 SLCC Membership £187.00
27.04.2016 Town & Country Village Grass Cutting £1,420.80
04.05.2016 Tony Buckingham Gravedigger Fee £300.00
29.04.2016 N&SDC By-Election Costs £6,320.52

The Chair made the following comments relating to cheques -

The cheque to EON for car park lighting has been paid but we have also received an invoice from N&SDC for the same time period which is being queried.

The web design fee is an annual charge.

The county supplies cheque includes VAT and the funds for the benches has been taken from s106 monies (approved at an earlier meeting).

The by-election costs of £6,320.52 is much higher than anticipated. This equates to 5% of our precept. The majority of the costs relate to printing, stationery and postage. Although a democratic right, this cost could have been avoided. Due to the disproportionate costs involved, very few villages have by-elections. Residents allow councillors to co-opt which is free.

RESOLVED:- To ascertain whether the breakdown of charges can be put on the website.

Cheques were approved unanimously - excluding Cllr Starbrook.

16/020 GRANT APPLICATIONS

None.

16/021 REPORTS FROM COUNTY AND DISTRICT COUNCILLORS
(VERBAL REPORT AT MEETING; COPY OF REPORT TO CLERK)

District Council

Most District Council business had been discussed during the meeting.

There is an event on Friday at 10.00am at Lynds Close celebrating the opening of the flats on Second Avenue and then around 11.00am at the flats.

County Council

  • Potholes have been reported

  • High Street resurfacing is expected to take place in September. C/Cllr Peck has written to the Chair or Highways and the Director to make sure it is still in the plan and is awaiting a response.

  • The faulty interactive speed sign has been reported

  • The recent 30mph speed restriction on A614 was introduced 11 days before the planned work was due to commence. C/Cllr Peck has written to the Director why it was in place so long before the work.

16/022 PLANNING

The Chair left the room. Cllr Tattersall chaired this agenda item. After a discussion, the plans were approved unanimously by those councillors present.

PLANNING APPLICATIONS

1. Application No: 16/00648/FUL
Applicant: Mr & Mrs Coupe
Proposal: Householder application for erection of a two storey rear extension, single storey side extension and detached garage.
Site Address: Maun View, Sixth Avenue, Edwinstowe
EPC DECISION: Support Proposal

Cllr Brooks returned to the meeting.

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 2030hrs

A resident raised concern about vehicles parking outside the schools, on the zigzag areas and outside on the areas. Parents are letting their children out on the roadside where there are speeding vehicles. Would the Parish Council consider writing to the police and the headteachers?

RESOLVED: - To raise with PCSO and at next SNG. To write to the Head Teachers and Chair of Governors as the issue has been raised with us by a resident and ask them to write to parents.

A resident reported potholes on Church Street near to Bargain Booze.

RESOLVED: - C/Cllr Peck to report to NCC

A resident asked whether the ownership of the footpath between Paddock Close and the forest has been established.

RESOLVED: - Clerk to chase

16/023 DATE OF NEXT MEETING: Tuesday 14th June 2016

The date of the Annual Parish Meeting is Wednesday 18th May at 7.00pm. Stuart Ashton from Harworth Estates will be giving a presentation on the future of the Thoresby Colliery site.

Meeting Closed at 2043hrs

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