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Meeting Minutes October 2016

Draft Minutes of the Ordinary Meeting of the Council held on Tuesday 11 October 2016 at 7.15 pm in the Council Chamber, Village Hall, Edwinstowe.

Present: Cllrs Ayre, Brooks (arrived 1918hrs), Brown, McLaughlin, Peacock (arrived 1932hrs), J Peck, K Peck, Starbrook, Tattersall, Troop

Apologies: Cllr Benson, ill health

16/074 WELCOME BY CHAIRMAN INCLUDING ANY ANNOUNCEMENTS

Cllr Tattersall opened the meeting and asked if anyone was recording. One member of the public indicated he would be recording.

16/075 RECEIVE ANY APOLOGIES AND REASONS FOR ABSENCE

Reasons were approved unanimously.

16/076 DISCLOSURES OF INTERESTS BY MEMBERS (AND EMPLOYEES) IN ITEMS ON THE AGENDA

None.

16/077 APPROVE THE MINUTES OF THE ORDINARY MEETING OF THE COUNCIL HELD
ON 13th September 2016

Minutes were approved unanimously and signed by the Chair.

The guest speaker did not attend the meeting.

16/078 MATTERS ARISING FROM PREVIOUS MEETINGS

  1. Fourth Avenue Welfare Site - Update
    The Bowls Club have started moving the slabs.
    The Clerk is making enquiries to get a cost effective way to remove the spikes on the top of the gate.
    CISWO are in negotiations with the Planning Department.

  2. Lansbury Road Pavement - Update
    Cllr J Peck visited the site but was unable to locate the area of the problem.

    RESOLVED: - Pass details to Cllr Peck to follow up.

  3. Update on Weeds and Litter
    Cllr J Peck visited the area around Forest Corner and could not find anything. All areas of the village are litter picked daily/weekly to a very high standard.

    Cllr Tattersall suspended standing orders for Cllr Brooks to Chair the meeting.

    Standing Orders reinstated.

    The Chair reported cigarette ends outside the Black Swan.

    RESOLVED: Cllr McLaughlin to speak to the Landlord then Clerk to send a letter.

16/079 TO RECEIVE QUESTIONS FROM COUNCILLORS (10 MINUTES)

Commenced 1927hrs

Cllr Brown reported the needle found on Fourth Avenue Play Area last Friday. This was cleared up and disposed of correctly, police were notified, the Chad and schools were contacted.

There is an article in the next edition of the magazine.

RESOLVED: Get the correct procedure for dealing with SHARPS, in writing, from N&SDC. Write to residents near to the play area.

Cllr Ayre thanked Cllr J Peck for getting the repair work carried out on Abbey Road.

Cllr K Peck reported the resurfacing of High Street. The road looks fantastic. Thanks to Cllr J Peck for persevering.

Ended 1933hrs

16/080 TO RECEIVE AND CONSIDER REPORTS AND MINUTES OF ANY COMMITTEE, WORKING GROUP OR SUB-COMMITTEE

Available from Parish Council Office.

  1. Dates for Finance, Allotments, Events, Personnel, Cemetery, Planning, Community-led Plan/Neighbourhood Plan
    RESOLVED: - To arrange meetings asap

    The Chair read the following to the meeting: -
    1. Councillors can attend any committee meeting and can speak but not vote.
    2. The public can attend but not speak, except at the discretion of the Chair.
    3. Recommendations and resolutions coming from committees can be accepted and/or ratified at full council meeting but the main debate should be in the committee meeting for full discussions.
    4. Draft minutes of committee meetings should be sent out with ordinary meeting agendas to give councillors time to read them.
    5. Once ratified, minutes can be put on the website.

16/064 AGENDA

  1. Robin Hood Colts - Utility Charges
    The Club Secretary has asked the Clerk to research cheaper utility bills for Sherwood Pavilion. The Clerk has proposed the club make their own enquiries as there could be cheaper options available due to their club/charitable status.

    RESOLVED: Clerk to write to the Secretary

  2. Community Led Plan/Neighbourhood Plan - Update
    Cllr Peacock declared an interest.

    The Council need to decide whether produce a community led plan or a neighbourhood plan.

    RESOLVED: Arrange a meeting with RCAN before the November meeting.

  3. Section 106 Monies
    The Council have been asked for ideas for projects for the s106 monies for the Rufford Road development. This money is only available when the 25th house is completed and lived in so it is unclear why they need ideas now.

    RESOLVED: - Agenda for November.

  4. Council Van
    The Chair requested moving to confidential - agreed

16/082 Correspondence(COPIES ARE AVAILABLE TO VIEW IN COUNCIL CHAMBERS)

  1. Letters from resident concerning allotments
    The Chair requested these be considered at next Allotment Sub Committee meeting. Agreed unanimously

  2. Helping Hands - Donation for Thoresby Memorial
    RESOLVED: To send thank you letter. To arrange a meeting for the Memorial Working Group

16/083 ANY APPOINTMENTS TO COMMITTEES, WORKING GROUPS OR
SUB-COMMITTEES OR OTHER BODIES

None.

16/084 FINANCIAL MATTERS (TO BE REFERRED TO THE FINANCE COMMITTEE, if necessary)

  1. Response to appeal against charges
    Our appeal was turned down and we were threatened that the charges could increase if we continued the process. We had no acknowledgement from the Secretary of State, the civil servants, ministers etc. The invoice has now been paid in full.

    Councillors have met with Mark Spencer MP to make him aware of the problems we have been facing recently. He has promised to take the matter forward on our behalf; take our concerns about the Localism Act and how it can be abused.

    RESOLVED: - Circulate the email from PSAA Ltd explaining their decision. To write again asking for a response and speak to Mark Spencer MP again.

16/085 CHEQUES/INVOICES FOR APPROVAL

DATE PAYEE DESCRIPTION AMOUNT inc VAT
09.09.16 PHS Sanitary Supplies £88.08
14.09.16 Andrew Logan Skate Park Repairs £810.00
20.09.16 PC World New Office Laptop £399.99
21.09.16 Cash Petty Cash £93.52
21.09.16 HM Revenue & Customs PAYE/NIC Month 6 £1,071.56
21.09.16 NCC Pension Month 6 £1,182.45
23.09.16 Paul Darrington Workwear/Boots £62.48
26.09.16 Viking Stationery Stationery £19.52
28.09.16 Town & Country Village Grass Cutting £1,396.80
July Staff Salaries £4,996.87
August Staff Salaries £5,253.25
September Staff Salaries £4,944.70
29.09.16 Grant Thornton Audit Fee (this is the additional charge only) £4,800.00
30.09.16 Bunzl Cleaning Supplies £148.57
03.10.16 JKE Web Design Laptop Set Up & Installation £119.99
03.10.16 Cables Electrical Call Out & Repair of CCTV £177.60
05.10.16 NCC Supplies Brush Heads £43.56

Cheques approved and signed by the Chair.

16/086 GRANT APPLICATIONS

  1. Little Oaks Playgroup (play equipment)
  2. 2nd Edwinstowe Brownies - £500 (towards pack holiday at Walesby Scout Camp)

RESOLVED: To award Little Oaks Playgroup £400 and 2nd Edwinstowe Brownies £300 - approved unanimously

A discussion took place concerning the balance of this year's grant money. Cllr Brown proposed using it as the Parish Council's contribution towards the Thoresby Colliery Memorial.

RESOLVED: - To complete a grant application form for the Thoresby Colliery Memorial Fund

A discussion took place concerning the grant application form and amendments were suggested.

RESOLVED: - Clerk to revise the form and circulate with the minutes for approval at November Meeting. Agenda item November.

16/087 REPORTS FROM COUNTY AND DISTRICT COUNCILLORS
(VERBAL REPORT AT MEETING; COPY OF REPORT TO CLERK)

County Council

Cllr Peck reported the High Street resurfacing, completed within timescale. He has submitted the following requests for Highways issues relating to Edwinstowe;

  • Proper crossing on Swinecote Road for new visitor centre
  • Reduction in speed around the crossing point
  • Works to the pavements on First, Second, Fourth and Fifth Avenues

The zigzag lines outside King Edwin Primary School have now been extended.

Unlike other authorities, NCC have not closed a single library in the county and the Youth Service is continuing. Cllr Peck encouraged residents to use the library and join Inspire (the organisation that runs the library)

RESOLVED: To put an article in the next magazine about the library.

District Council

The District Council has a community grant scheme open to community groups.

RESOLVED: To publicise on our website and inform groups.

There was an informal meeting concerning N&S Homes building 335 social houses across the district over a five year period. There are currently 3,500 - 4,000 people on the housing waiting list. Edwinstowe is not included in any plans currently in existence covering the next two years. Any plans will be subject to the normal planning process and permissions.

Hopefully the rumours will now settle down.

16/088 PLANNING

Next Planning Meeting - Thursday 13th October 2016 at 10.00am in Parish Council Office. The plans are now in for the Visitor Centre. This needs to be dealt with in a special meeting to allow a full debate and to include public participation.

RESOLVED: To arrange a planning meeting.

The Solar Farm that had been refused by the Parish, District and County Councils has been approved by an Inspector at appeal.

RESOLVED: The Chair to write a letter to the Chad - agreed unanimously.

16/089 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

A resident questioned why the s106 monies were being discussed as planning permission has not yet been given. The Chair responded that outline permission has been given; only reserved matters are up for discussion, houses will be built.

A resident asked if the allotment sub-committee meeting would be advertised. All sub-committee meetings are advertised in noticeboards and on the website 3 clear days before the meeting.

A resident expressed an interest in being part of the Thoresby Memorial Working Group. Please send suggestions to the council.

A resident stated that Harworth Estates were prepared to fund the memorial. This is not what the Clerk had been told recently when she contacted Harworth Estates.

A resident asked what the auditors comments had been. The Chair explained that of the 21 complaints sent to the auditors, 14 were not within the auditors power and 6 asked the council to be declared unlawful.

Only three procedural issues were raised. We have amended our Financial Regulations to cover these matters.

16/090 DATE OF NEXT MEETING: Tuesday 8th November 2016

Meeting closed 2051hrs

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