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Meeting Minutes June 2019

Draft Minutes of the Ordinary Meeting of the Council held on Tuesday 11 June 2019 in the Council Chamber, Village Hall, Edwinstowe.

Present: Cllrs Ayre, Brooks, Brown, Carlton, Murphy, Peacock, Rogers and Troop.

Apologies: Cllr Brown, Freeman, J Peck and K Peck.

James Gamble

Before the meeting a presentation will be made

19/023 WELCOME BY CHAIRMAN INCLUDING ANY ANNOUNCEMENTS

The Chair opened the meeting and welcomed all present.

19/024 RECEIVE ANY APOLOGIES AND REASONS FOR ABSENCE

Apologies noted Cllrs Brown, Freeman, J Peck and K Peck.

19/025 DISCLOSURES OF INTERESTS BY MEMBERS (AND EMPLOYEES) IN ITEMS ON THE AGENDA

Cllr Murphy item 19.29.3.

19/026 TO APPROVE THE MINUTES OF THE EXTRAORDINARY MEETING OF THE COUNCIL HELD
ON 15th MAY 2019

Cllr Murphy reported Councillor Reports should be looked into, Chair advised that reports were to be discussed later in the meeting.

Cllr Carlton reported his surname was inaccurate in May’s ordinary meeting.

19/027 MATTERS ARISING FROM PREVIOUS MEETINGS

  1. Knapsack Spraying PA1 and PA6W
    Chair detailed that the Clerk had investigated “Lantra” courses provided by the Allotment Association, who only provide rodent control courses which are unsuitable.

    The Council agreed in principle to pay for the National Proficiency courses and Trent Valley Training have places still available for PA1 on June 20th and PA6 on June 28th.

    Council agreed unanimously to send Amenity supervisor on the two courses.

    RESOLVED – Clerk to book herbicide spraying courses.

  2. Bins
    Chair reported that as a Council the decision was to avoid plastics wherever possible in a previous meeting and that included the new installation of bins based on climate change principles. Newark and Sherwood District Council have communicated with the Parish, that they will only replace bins with plastic. Cllr Brown went to Newark and Sherwood District Council to replace the bin on East lane, who have replaced this bin with a plastic one. I would like to remind all councillors to act together.

    Cllr Murphy said that decisions made by the council, should result in a collective responsibility.

    Cllr Ayres asserted that as we have three District Councillors and a County Councillor representing the Edwinstowe Parish, we should all be working together.

    Cllr Rogers intimated that as we had decided on cast iron bins previously “we need a cast iron result on this”.

    Chair suggested that the Parish Council may apply for loans or a grant to purchase cast iron bins.

    Cllr Murphy asked, do we now replace a plastic bin that has replaced the old bin in East lane Car Park? We could form links with additional parish councils too purchase bins.

    Cllr Troop mentioned that we should all work together and suggested a “Greener and Environmental Agenda” be put forward and should co-ordinate further.

    Chair bought to the attention that Newark and Sherwood District Council’s motto is “cleaner, greener and safer”.

    Chair proposed that we write to Newark and Sherwood District Councils Chief Executive and David Lloyd to ask “why do we have plastic bins?”

    Cllr Rogers interjected that as a Parish we unanimously agreed that we would not have this sort of bin. They have a duty to support our motto.

    Cllr Carlton said that bins on the high street would have cigarettes burning through plastic.

    Resolved – Clerk to write to Newark and Sherwood District Council regarding plastic bins.

    It was proposed to have an environmental committee with Cllr Troop to lead.

    Cllr Troop reaffirmed that the group all work together and come up with a more structured plan by the next meeting.

    Cllr Murphy suggested schools could become involved by collecting milk bottle tops.

    Chair reported that in the future the Parish Council could reuse street furniture within the Parish.

    Resolved – Clerk to write to Newark and Sherwood District Council.

  3. High Street Planters
    Chair mentioned that we may need to reclaim VAT back from the Garden Centre.

  4. Hanging Baskets
    Chair reported that all the Hanging Baskets are now up and maintained till September.

  5. District Council Reports
    Chair expressed that future District Council Reports should not be so long and just reflect what has been reported to the Parish Council and the issues that affect the Parish Council. Minutes to include only what is actually reported in the meeting. Succinct reports should be provided.

19/028 TO RECEIVE QUESTIONS FROM COUNCILLORS (10 MINUTES)

None.

19/029 TO RECEIVE AND CONSIDER REPORTS AND MINUTES OF ANY COMMITTEE, WORKING GROUP OR SUB-COMMITTEE

  1. Cemetery Sub-Committee
    The new Garden Of Rest site has been pegged out and has a pathway which runs adjacent to the present burial site, known as area E. The New Garden of Rest area was approved unanimously. An additional pathway was suggested, to be placed in the middle of the new Garden of Rest. This will end approximately half way into the garden and was approved unanimously. As previous Garden of Rest areas do not reflect accurately with the burial map and do not run in alignment on site. Handheld GPS unit to be used for accuracy and all future plots will have corners marked out day prior to hole being dug by grave digger. Administration of all grave digging to be undertaken by the Funeral Directors, rather than the Parish Council. Rely on a pool of grave diggers to obtain best value for second internments and ensure greater availability with dates. As we have benches in dis-repair, the Parish Administrator to contact relatives using our database to maintain / replace benches. Remove benches in dis-repair when no relative contact can be made. Cllr Brooks suggested creating a new plaque area in the grassed island adjacent to area F and G. Cllr Ayre suggested that the nettles be cut around the cemetery perimeter, but the leave the areas where we currently have no plots interred. As memorial benches take up two burial plots, the Parish Council to offer memorial bird and bat boxes on suitable trees. Cllr Brown suggested using boxes supplied by the RSPB. Clerk to investigate.

    All approved unanimously by the Parish Council.

    Cllr Murphy asked will we remove the plaques that are on the old benches.

    Chair said that the Parish Council will hold onto the plaques and be kept on display.

    Approved unanimously

  2. Robin Hood Festival Meeting
    Chair – reported a meeting took place with Cllrs Ayre, Murphy and Sally Granger from the RSPB and the clerk. This year’s event will include medieval jousting from the “Calvary of Heroes”. Displays will take place across the whole week, with three displays per day (21) in total. Previously, displays were condensed across two days, which contributed to traffic problems. Event to take place 5th-11th August, which follows last year’s trial dates. Most of the original community will be back. Car parking to increase to £6 for festival, previously £5, programmes can be purchased for £2. In terms of traffic management; 2-3 lanes will be provided for faster car payment into the carpark. There will be advanced notice on all outlier roads, will be encouraged to follow directions as opposed to Satnav. Traffic Management Operatives will operate for lights on crossing points to allow pedestrians to cross and not back up traffic. If traffic does back up, extra staff will undertake Traffic Management Duties. RSPB will be using both South (1000 cars) and North Field) 200/300 cars) as an overflow carpark. North was not used last year. The management of road crossing by encouraging pedestrian to cross down Swinecote Road. Forest Corner will be closed for everything except cemetery use. Cones will be placed along Church Street, including bungalows. The RSPB will be requesting volunteers who are 18+ for Car Parking duties. In addition RSPB will be submitting Planning Applications for a storage container at the lower staff car park, they invite the Parish Councils comments. Also, Planning Application for Finger Post, which could also include directional signage for village centre with shops 2 minutes’ walk away, plus planning applications for Banners to Lamp Posts.

    Cllr Murphy reported that an extended festival loop has an area for local groups to get involved. Unfortunately no scope for porta-loos, Swinecote Road disabled access, Cone off Royal Oak.

    Cllr Peacock reported need a small sign for village shops.

    Cllr Ayres mentioned that shops should benefit from the festival as only a short walk away.

    Cllr Murphy said that the RSPB will have displays asking for event volunteers, outside CO-OP.

    Cllr Troop reported that due to slope of the site this can be difficult for disabled access.

    Cllr Murphy commented that RSPB could mark a preferred route for disabled access.

  3. Allotment Sub-Committee
    Chair reported a Sub Committee Meeting took place with Chair and Cllrs Ayres and Peacock. Only two plots are waiting to be taken over. Royal Oak Allotment Society nearly ready for a communal plot. There is some asbestos on the site, will have a meeting for further discussion. The Shed still has an awful lot of wood which could be dangerous and a fire hazard.

    Chair reported the need to get a letter to Mr Kirkland of the Allotment Association who claim ownership of the shed. The next meeting would hear response from fire officer who needs the containers labelled. Around 20 bags of Asbestos, ask Amenity Supervisor to assess if appropriate to double bag the contents. May need quotes to remove from the site.

    Cllr Peacock asked are we qualified to make the assessment to double bag asbestos as we have a duty of care to our staff.

    Cllr Carlton - agreed with Cllr Peacock that NSDC assess the asbestos.

  4. Parks and Open Spaces Sub-Committee
    Chair reported a meeting had taken place with the Chair, Cllrs J Peck and Murphy and the Amenity Supervisor at the Fourth Avenue Play Area and bowling green. The purpose of the meetings are to contribute with ideas to develop these sites, anyone can contribute. The group discussed moving a bench to be re-used in the Thoresby Memorial Garden. Amenity Supervisor asked for a plan to be put forward. Grass-cutting of the site has been organised on a regular basis, the area to be kept tidy. Trees and other plants will be sourced wherever possible from organisations prepared to donate them

    Cllr Murphy reported that the fence in the Fourth Avenue Play Area is used as a goal and the site could benefit with a Basketball / Football area.

    Cllr Rogers reported potential to keep fit on the site.

  5. Thoresby Memorial Sub-Committee
    Cllr Peacock reported that he undertook a Factory visit alongside Cllr Ayres to the “Lidsters” site in Worksop to view the Memorial Stone to be placed in our Thoresby Memorial Garden. Impressed by the company and their approach and concept in designing a stone. Artist has a picture of the headstocks and showed how to transfer to the granite and what the end product will look like. To avoid a shiny black finish, they will sand blast the stone to keep a natural looking finish. Sandblast around the stencils, text will be shiny black which will make them stand out. A Black border on all three sides and sandblasted to keep a natural grey complexion. Could put symbols i.e. miners lamp on stone around base. Lead times if we let them know the details can be done in 2-3weeks. Do need a meeting to set the ball in motion.

    RESOLVED – Clerk to set up Thoresby Memorial Committee meeting.

19/030 AGENDA

  1. Business Proposal Mr Booth
    Chair welcomed Mr Booth who had a proposal to use land at Jubilee Park and reported that the Parish Council could not make a decision tonight due to the lease of the land from Nottinghamshire County Council.

    Mr Booth introduced his company “Walk in the Park” and the proposal to use the land between Jubilee Park and Robin Hood Colts. Phase 1; create an area secure for dogs, to play, exercise, and interact with other dogs and where dog and owner feel relaxed in a safe environment. Phase 2; allow the community to use this space, allow dog clubs, other dog walkers and other groups to use. Phase 3; Have a centre to support service dogs such as the Military, Police, Fires Service and Ambulance Service to recover from Post-Traumatic Stress Disorder. Use the area to improve the wellbeing of these dogs. Details of actions; Secure the lease of land that is unused at present, Fence the lower end of land, move the main gate to the side access road, place secondary gate at each site access, gravel paths and seating area, holding pen, cut and level field, potted trees and dog waste bins and apply for lottery funding to make a centre for the care and support of the Military, Emergency Services, Disabled and Elderly. Proposed layout of the site was shown to all councillors.

    Chair thanked Mr Booth for coming in to describe his proposal and asked councillors for any questions?

    Parish Councillors raised a number of questions which Mr Booth answered including;

    Cllr Troop enquired how easy is it to train dogs to stop them barking.

    Mr Booth replied that the Maximum number of dogs at any time would be 10.

    Cllr Rogers asked why you would like such a large area to train your dogs.

    Mr Booth replied that the size of the area is to allow dogs areas to play, with most areas generally 3-4 acres in size.

    Chair asked how often you will be using the land.

    Mr Booth replied daily and used by the general public. Encourage people to release their dogs as people are afraid that they may be attacked or run off in open spaces.

    Cllr Rogers asked will there be dog bin provision?

    Mr Booth Yes. 8-7 in the summer and 8-4 in the winter. There will also be check that dog have required vaccinations.

    Cllr Murphy asked will owners be staying with their dogs.

    Mr Brown suggested we could potentially bring in volunteers to manage dogs also.

    Cllr Rogers asked what you will be trying to create with the dogs in terms of events.

    Mr Booth responded that event days will include; social clubs, fly ball and agility.

    Chair also reported that the land is in trust so can be no permanent building in place

    Mr Booth suggested to look into installing a barn type building, to allow dogs a weeks respite from the military.

    Cllr Murphy enquired is vision for parking identified?

    Mr Booth responded that we have a car park at the top.

    Cllr Troop asked would public be under supervision?

  2. Save a Spring Bulb / Sapling Scheme
    Chair reported a planting scheme undertaken by the Clerk in previous employment, which encourages residents to donate trees, shrubs and bulbs from their garden to be replanted within the Parish open spaces. This scheme encourages recycling of trees and shrubs that may otherwise be thrown away and can significantly lower amenity costs as the council has no need to purchase trees or shrubs. Here at Edwinstowe the scheme would encourage community participation within the Parish as residents could also be involved in planting on an annual basis. Bulbs would be donated and planted in the autumn with trees and shrubs in late winter.

    Cllr Murphy reported that the scheme could potentially engage many people.

    Cllr Carlton reported that the scheme would link in with Cllr Troop with the environment.

  3. Planning Committee Dates
    Chair reported that Planning Application Meetings to take place first Monday of each month at 10.30am. Set dates should assist the Parish Council to gain the required quorum.

  4. Finance Training
    Chair reported the Clerk has been investigating suitable Finance training courses, once a suitable course has been identified the Parish will be informed.

  5. RFO Post – Confidential

19/031 Correspondence (COPIES ARE AVAILABLE TO VIEW IN COUNCIL CHAMBERS)

  1. Nottingham Association of Local Councils
  2. Local Council Expo
  3. Sherwood Forest Live Concert
  4. Forest Cemetery Car Park
  5. Granny Square Christmas Tree Project
  6. NHS Clinical Commissioning Groups
  7. Citizens Advice Sherwood & Newark
  8. Children's Air Ambulance
  9. Thoresby Colliery Cricket Club
  10. Newark and Sherwood Homes Expo
  11. Mark Spencer Newsletter
  12. Nottinghamshire County Council Civic Service
  13. NHS Clinical Commissioning Groups
  14. Children's Air Ambulance
  15. Nottinghamshire Police Stakeholder update

19/032 FINANCIAL MATTERS (TO BE REFERRED TO THE FINANCE COMMITTEE, if necessary)

19/033 CHEQUES/INVOICES FOR APPROVAL

DATE PAYEE DESCRIPTION AMOUNT inc VAT
01.05.2019 NATWEST INSERTION FEES 03/04/19 & 16/04/19 £16.00
03.05.2019 WATERPLUS WATER SUPPLY ALLOTMENT ROYAL OAK COURT £70.42
09.05.2019 B & Q TRADE POINT PAINT BRUSHES & MISC £110.32
15.05.2019 SLCC MEMBERSHIP RENEWAL £40.00
16.05.2019 KONICA MINOLTA PHOTOCOPIER CHARGES £83.41
17.05.2019 PLATTS HARRIS LAWNMOWER WHEELS £58.61
17.05.2019 STAFF SALARIES (17.05.2019) £2,302.64
17.05.2019 NCC PENSION (May) £334.29
17.05.2019 HMRC PAYE/NIC (May) £134.50
21.05.2019 PETTY CASH PETTY CASH £90.73
22.05.2019 NEW HARRISONS NURSERIES PLANTS / COMPOST FOR HIGH STREET PLANTERS £331.74
22.05.2019 THE GARAGE BY C & M SUPPLY CUT AND PROGRAM NEW REMOTE KEY £120.00
22.05.2019 KONICA MINOLTA PHOTOCOPIER CHARGES £53.88
23.05.2019 VIKING STATIONERY £41.29
25.05.2019 BETTER CONNECTED PHONE / BROADBAND £86.29
26.05.2019 UK FUELS PETROL VAN / MOWER £90.15
27.05.2019 TOWN & COUNTRY GRASS CUTTING £1,396.80
29.05.2019 BUNZL CLEANING LITTER PICKING SUPPLIES £117.00
31.05.2019 STAFF SALARIES (31.05.2019) £2,606.08
31.05.2019 NCC PENSION (May) £437.90
31.05.2019 HMRC PAYE/NIC (May) £114.26
01.06.2019 SAGE SAGE CHARGEABLE PERIOD 01.06.19-30.06.19 PAYROLL 15 £19.20

19/034 FINANCIAL MATTERS (TO BE REFERRED TO
THE FINANCE COMMITTEE, if necessary)

If you want to attend the civic service please inform the clerk. Only things that need action will be bought to our attention.

Chair reported that Internal audit has been completed, and the effectiveness of internal Financial control, Petty cash accounted for. This year the public can view the documents from June 17th 2019.

  1. Internal Audit Completed
  2. Review the effectiveness of the System of Internal Financial Control (circulated with Agenda)
  3. Approve the effectiveness of the System of Internal Financial Control
  4. Chair to sign the System of Internal Financial Control
    The Chair and Clerk signed the System of Internal Financial Control.
  5. Consider the Annual Governance Statement 2018/19 (circulated with Agenda)
  6. Approve, by resolution, the Annual Governance Statement 2018/19
    Proposed by Cllr Carlton and seconded by Cllr Ayres. Unanimously agreed.
  7. Chair to sign the Annual Governance Statement 2018/19
    The Chair and Clerk signed the Annual Governance Statement 20171/8
  8. Consider the Annual Accounting Statements 2018/19 (circulated with Agenda)
  9. Approve, by resolution, the Annual Accounting Statements 2018/19
    Proposed by Cllr Murphy and seconded by Cllr Rogers. Unanimously agreed.
  10. Chair to sign the Annual Accounting Statements 2018/19

The Annual Accounting Statement 2018/19 was discussed. The Audit was approved unanimously. The Chair and Clerk signed the Annual Accounting Statement 2018/19.

19/035 REPORTS FROM COUNTY AND DISTRICT COUNCILLORS
(VERBAL REPORT AT MEETING; COPY OF REPORT TO CLERK)

Chair read Cllr J Pecks County Council Report;

The Parish Council has been successful in obtaining a County Council LIS grant For approx. £4,200 which we applied for with my support as the County Councillor. This is to install four new signs at the entrances to the village. I recommend a meeting of the Parks and Open spaces committee meeting is convened to discuss the design and the process for ordering them.

At the last full council meeting of the County Council, I successfully moved a motion which received the support of all parties which commits the council to take measures to reduce its carbon footprint in all areas of its activities and properties and work towards carbon neutrality as soon as possible.

Cllr Peacock representing Newark and District Council explained the ongoing Car parking issues as the Craft Centre. There will be no changes for the time being, long term needs to be a car parking strategy. CCTV has been delayed with deployable points. Smell of sewage at the RSPB craft centre smell, people don’t want the smell. Matt Lamb has taken over the Craft centre project with the Director off sick and Chief Executive retired, will be pressing to get fixed. Looks like the £200,000 will not now be Enough for the construction costs. The Report may have to go back to finance and ask for more money, which could result in a two year delay. Enforcement Officers have contacted the sale of farm regarding screening and will serve a compliance notice.

Cllr Carlton for Newark and Sherwood District Council sent in the following report; Undertaken further training in particularly reference to the General Purposes and Licensing Committee. Attended the Nottinghamshire Police and Crime Panel Meeting. Attended the Edwinstowe Royal British Legion D-Day Fundraising Dinner. Attended a site visit of all the Councils Leisure Facilities as a New Board Member on Active4Today, with particularly reference to the Dukeries Centre and the plans for the new swimming pool. Attended the meeting on the 22nd May at the Craft Centre, to discuss tenant’s issues, chiefly parking. I am awaiting feedback but note the proposed parking changes that been placed on the Councils website has been removed. Keeping in close dialogue with tenants. Had a site visit of Thoresby Colliery and a presentation on the plans from Harworth Estates, along with Government Minister, Andrew Stephenson MP and the MP for Sherwood, Mark Spencer. Took part in a community litter pick focusing on the approach roads into Edwinstowe, Mill Lane and from the South Forest down to Rose Cottage. Met with the CCTV officer to get a update on progress, with particular regard to the transmissions of signals, as well the PC’s request to be consulted. On the litter pick a substantial fly tip on private land was found. It was reported appropriately including to the Police, as it was clearly from the production of drugs and the associated equipment and harvested plants. Working with King Edwin Primary School to find a source of funding to replace the money they spent on parking boards and banners outside of the school. Raised issues with N/S Homes over resident issues. I am looking to book onto further training offers in relation to being a Councillor.

19/036 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

None.

19/037 DATE OF NEXT MEETING: 9th July 2019 AT 7.00 PM

Cllr Troop sent in apologies beforehand for the next meeting.

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