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Meeting Minutes January 2016

Draft Minutes of the Ordinary Meeting of the Council held on Tuesday 12 January 2016 at 7.15pm in the Council Chamber, Village Hall, Edwinstowe. The Planning Meeting preceded the Ordinary Meeting.

Present: Cllrs Brooks, Brown, McLaughlin, Peacock, J Peck, K Peck, Tattersall

Apologies: Cllrs Ayre - illness, Cllr Benson - in hospital. No Apologies: - Cllr Starbrook

PLANNING MEETING

Cllr Tattersall chaired the meeting. No objections had been received for any of the plans. All were approved unanimously.

1845hrs - Planning Meeting closed

15/108 WELCOME BY CHAIRMAN INCLUDING ANY ANNOUNCEMENTS

Cllr Brooks (Chair) opened the meeting and welcomed all present. The Chair paid tribute to the late Cllr Josie Cocking who will be sadly missed. A minute silence was held in her memory.

The Chair informed the meeting that it was a Parish Council meeting attended by the public and was being recorded. No-one else was recording the meeting.

15/109 RECEIVE ANY APOLOGIES AND REASONS FOR ABSENCE

Reasons were approved and accepted unanimously.

15/110 DISCLOSURES OF INTERESTS BY MEMBERS (AND EMPLOYEES) IN ITEMS ON THE AGENDA

Cllr McLaughlin for 15/116 (vi)

15/111 TO APPROVE THE MINUTES OF THE ORDINARY MEETING OF THE COUNCIL HELD
ON 10th November 2015

Minutes were approved and signed by the Chair.

15/112 Update by Ross Frazer RSPB concerning the new Visitor Centre (5 mins)

NO QUESTIONS WILL BE TAKEN DURING THIS SECTION

Ross Frazer updated the meeting on the progress so far: -

  • The recent drop in sessions were attended by approximately 60 people. Concerns were expressed around the preferred location, parking, the loss of trees in the car park area and access which will be fed back to the design team.
  • A design team has now been appointed.
  • There will be a public consultation on the design in mid-February before the plans are submitted to Newark & Sherwood.

Ross will provide a flexible timescale for the village website and give an update at the next council meeting.

If you have any comments or concerns Ross is available on either or 07725 220648.

15/113 MATTERS ARISING FROM PREVIOUS MEETINGS

None.

15/114 TO RECEIVE QUESTIONS FROM COUNCILLORS (20 MINUTES)

Commenced 1915hrs

The dog warden visited yesterday to look at problem dog fouling areas around the village especially the churchyard and the Avenues. Let the office know of other problem areas. Cllr Brooks to take to next SNG meeting. Cllr J Peck requested adding these areas to the article for the next magazine.

The bus stop on Henton Road is being replaced earlier than anticipated.

Ollerton Town Council have a Community Based First Responder Unit - volunteers are trained to attend emergency calls received by the ambulance service and provide care until the ambulance arrives.

RESOLVED: - Clerk to contact Ollerton for more information. Agenda item February

The staff team and the Events Working Group were thanked and congratulated on the Christmas Lights Event which was extremely successful.

The poor condition of cemetery road was reported.

RESOLVED: - Clerk to speak to Sherwood Forest Rangers.

Ended 1922hrs

15/115 TO RECEIVE AND CONSIDER REPORTS AND MINUTES OF ANY COMMITTEE, WORKING GROUP OR SUB-COMMITTEE

Available from Parish Council Office.

  1. Finance Committee Meeting
    There have been two committee meetings since the last Ordinary Meeting. In November the 2016.17 precept was discussed. Cllr Tattersall proposed setting 0% increase, Cllr Brown seconded. Agreed unanimously.

    RESOLVED: - To set a 0% increase in next year's precept. Clerk to inform N&SDC

    It was reported that due to unforeseen expenditure, it will be very difficult to have a 0% increase in future years.

    N&SDC have handed the public toilets to the Parish Council which means we keep the facility in the village, however they have discontinued the annual grant of £10k towards their upkeep. The external audit objection costs will run into thousands of pounds as will the by election that has been called by electors.

    RESOLVED: - To accept the minutes of the finance committee meeting.

15/116 AGENDA

  1. Councillor Vacancy
    After the recent death of Cllr Josie Cocking, a casual vacancy was advertised. The democratic process is if at least 10 electors request an election, there must be one which has cost implications. If no election is called, the Parish Council can agree to co-opt someone onto the council and does not cost the council anything. An election has been called which will take place on 25th February 2016, it will potentially cost the village £5k.

    The financial implications will mean some tough decisions may need to be made including whether we can afford the Christmas Event. The level of service provided by the council and the Christmas Event make Edwinstowe stand out from other villages in the area.

  2. INEOS - Petroleum Exploration Development Licences (Fracking)
    INEOS has been awarded licences to explore for oil or gas in Edwinstowe and the surrounding area. The meeting is very concerned with how/when this exploration work will take place and how it will affect Edwinstowe both in the long and short term.

    RESOLVED: - to write to Mark Spencer MP for clarity. To contact INEOS for more information.

  3. Complaints to Standards Committee
    Recent complaints to the Standards Committee about two councillors have not been upheld and they have not acted improperly.

  4. Fourth Avenue Play Area Upgrade
    The contract has been awarded. The security fencing will be installed at the end of January and the play equipment shortly after. Some of the existing equipment will be moved to the new site. A letter to local residents was circulated for consideration by councillors.

    RESOLVED: - To make necessary amendments to the letter and circulate to residents local to the play area site. Images of play equipment to be put on website and taken to school councils.

    The welfare site was discussed and it was agreed to request a meeting with CISWO for an update and to express concerns about the site.

    RESOLVED: - Clerk to arrange a meeting.

  5. External Audit Update
    We have not received the first draft audit report.

  6. Allotments
    A delivery of red shale has been made for filling in the holes on the approach road once the holes are empty of water.

    There will be a meeting with all paid up allotment holders in February - no date has been fixed yet. Letters will be sent to all allotment holders.

15/117 Correspondence(COPIES ARE AVAILABLE TO VIEW IN COUNCIL CHAMBERS)

  1. Public Access Defibrillator at The Big House - noted. No formal training is required to use the equipment.

  2. NCC - Budget Consultation until 5th February 2016 - noted.

  3. Letter from Mayor of Robiac-Rochessadoule
    Representatives from Robiac-Rochessadoule would like to visit Edwinstowe in the summer to look at the village and discuss the possibility of twinning further. A resident has expressed an interest in being involved.

    RESOLVED: - It was unanimously agreed to support, not lead, the project; to place an article in the Village Magazine; to send a letter.

  4. Electoral Review of Nottinghamshire - Final Recommendations - noted.

  5. Grant thank you - King Edwin Primary School - noted.

  6. East Lane Car Park
    A letter has been received concerning an incident in East Lane car park which was discussed at the meeting.

    RESOLVED: - to send a reply. To arrange a meeting of Parks and Open Spaces Sub-Committee to visit car parks

  7. Special Train Tour
    Representatives of the Campaign for Better Transport are trying to arrange a special train tour using the Robin Hood Line, in early October.

    RESOLVED: - To send a letter expressing interest and support.

  8. Public Meetings at Library
    The recent meetings at the library were dealt with by Ross Frazer at the start of the meeting.

15/118 ANY APPOINTMENTS TO COMMITTEES, WORKING GROUPS OR
SUB-COMMITTEES OR OTHER BODIES

Due to the recent death of Cllr Josie Cocking there are vacancies on the following groups: -

  1. Appointment to Personnel Working Group
  2. Appointment to Parks & Open Spaces Working Group
  3. Appointment to Newsletter Working Group
  4. Appointment to Allotment Working Group

RESOLVED: - That the Vice-Chairman, Cllr Tattersall, fills any gaps until the new councillor is elected. Unanimous.

15/119 FINANCIAL MATTERS (TO BE REFERRED TO THE FINANCE COMMITTEE, if necessary)

None.

15/120 CHEQUES/INVOICES FOR APPROVAL

DATE PAYEE DESCRIPTION AMOUNT inc VAT
02.11.2015 Nottinghamshire County Council Litter Bin - West Lane £100.00
03.11.2015 C Mariner Village Newsletter, and Remembrance Booklet & Xmas Material Design £2,215.00
06.11.2015 Viking Stationery £38.64
09.11.2015 H Randall Newsletter Delivery £200.00
12.11.2015 B Starbrook/Pet's Paradise Selection Boxes for Xmas Event £215.64
16.11.2015 Cash Petty Cash £136.93
17.11.2015 Autoglass Window Excess £75.00
19.11.2015 VHMC Gas Charges to 19.11.15 £49.28
23.11.2015 Location Audio Marquee & PA System for Xmas Event £575.00
23.11.2015 Cancer Research Donation in lieu of fee to Major Oak Pop Choir for Xmas Event £80.00
23.11.2015 M Godber Punch & Judy for Xmas Event £180.00
23.11.2015 HM Revenue & Customs Month 8 - PAYE/NIC £1,281.98
23.11.2015 Nottinghamshire County Council Month 8 - Pension £868.97
23.11.2015 Gavin Kenning LTD Stalls for Xmas Event £483.00
24.11.2015 A Buckingham Gravedigger Fee £250.00
25.11.2015 Phs Annual Charge £710.06
25.11.2015 Dukeries Singers Xmas Event Fee £80.00
25.11.2015 Town & Country Village Grass Cutting £656.40
26.11.2015 The Cake Hole Mince Pies for Xmas Event £30.00
27.11.2015 Marvellous Memories Remembrance Booklet Printing £188.87
30.11.2015 Marvellous Memories Printing of Xmas Banners, Posters & Flyers £148.35
30.11.2015 DA Williams Electrical works to Christmas Lights £70.00
03.12.2015 Viking Laminator & Stationery £98.28
03.12.2015 Cash Petty Cash £161.57
04.12.2015 The Joker Entertainment Xmas Event Fee (Santa's Grotto/Mascots) £1,380.00
08.12.2015 Newark & Sherwood District Council May 2015 Election Re Charge £5,959.67
08.12.2015 St John Ambulance Xmas Event Fee £79.20
09.12.2015 Town & Country Deposit for Fourth Ave Play Equipment £19,800.00
10.12.2015 Bunzl Cleaning Supplies £144.37
14.12.2015 B&Q Padlocks £11.44
14.12.2015 A Buckingham Gravedigger Fee £250.00
14.12.2015 whspa Donation for Xmas Event £75.00
14.12.2015 Village Hall Management Committee Electricity Charges to 14.12.15 £105.72
15.12.2015 Special Event Organisers Xmas Event Fee (Dutch Organ) £190.00
18.12.2015 Doctoremote Website Hosting Fee £21.60
18.12.2015 County Supplies Litter Picker £21.66
21.12.2015 Cash Petty Cash £138.98
21.12.2015 Allotment Association Annual Membership £66.00
22.12.2015 HM Revenue & Customs Month 9 - PAYE/NIC £1,056.33
22.12.2015 NCC Month 9 - Pension £874.11
29.12.2015 Sherwood Forest Brass Xmas Event Fee £80.00
31.12.2015 Staff December Wages & Salaries £5,338.22
29.12.2015 Grave Digger Grave Digger Fee £50.00
04.01.2016 DA Williams Electrician Xmas Lights Repair £44.00

The payment for the dutch organ was discussed. It turned up late, after the event had started and had to drive down the High Street into position outside the Post Office. This was a health and safety issue as the children queue for Santa's Grotto at the top of the street.

RESOLVED: - To look at the layout of the High Street for future events. To include a cut off time in the risk assessment for vehicles to access the High Street. If they arrive after the cut off time, they will not be allowed on and will not be paid.

Cheques were approved unanimously and signed by the Chair.

15/121 GRANT APPLICATIONS

None.

15/122 REPORTS FROM COUNTY AND DISTRICT COUNCILLORS
(VERBAL REPORT AT MEETING; COPY OF REPORT TO CLERK)

County Council

C/Cllr Peck continues to report potholes and streetlights for repair.

The High Street will be closed for testing works on Sunday 24th January 2016. The provisional date for the resurfacing works is September 2016. Thanks to David for his hard work repainting the street furniture.

The 20mph signs near schools have been installed. The zigzag lines have not been extended at King Edwin Primary School. C/Cllr Peck to chase

The Transport and Highways Committee will have an update on the Robin Hood Line after the meeting in February. The feasibility study has not yet been received.

C/Cllr Peck is reporting the various issues raised by the Parish Council and residents to the Director responsible including traffic management, Paddock Close, speed reductions and crossing on Swinecote Road.

District Council

The District Council has use of a van to monitor obstructive/unsafe parking outside schools. It was proposed to write to Head Teachers to ask parents to be considerate when parking their vehicles.

15/123 PLANNING

PLANNING APPLICATIONS

1. Application No: T/3397
Applicant: NCC Children, Families & Cultural Services
Proposal: Retention of temporary ice cream kiosk for 3 years (until 30/4/2019)
Site Address: Sherwood Forest Visitor Centre, Swinecote Road, Edwinstowe, Notts
EPC DECISION: Approved

2. Application No: T/3398
Applicant: NCC Children, Families & Cultural Services
Proposal: Retention of toilet block for 3 years (until 30/4/2019)
Site Address: Sherwood Forest Visitor Centre, Swinecote Road, Edwinstowe, Notts
EPC DECISION: Approved

3. Application No: T/3399
Applicant: NCC Children, Families & Cultural Services
Proposal: Continued use of the Oak Room as an educational space and for the celebration of civil wedding and partnerships
Site Address: Sherwood Forest Visitor Centre, Swinecote Road, Edwinstowe, Notts
EPC DECISION: Approved

4. Application No: T/3400
Applicant: NCC Children, Families & Cultural Services
Proposal: Retention of Education Field Studies Centre for 3 years (until 30/4/2019)
Site Address: Sherwood Forest Visitor Centre, Swinecote Road, Edwinstowe, Notts
EPC DECISION: Approved

5. Application No: 15/02231/FUL
Applicant: Mr Oliver
Proposal: Demolition of former workshop and construction of detached mixed use unit
Site Address: Central Garage, 49 High Street, Edwinstowe, Notts
EPC DECISION: Approved

6. Application No: 15/02072/FUL
Applicant: Mr Davey
Proposal: Construction of a detached three bedroom dwelling with integral garage and new vehicular access
Site Address: Land adjacent to and forming side garden of 47 Rufford Road, Edwinstowe, Notts
EPC DECISION: Approved

7. Application No: 15/02088/FUL
Applicant: Mr Hawkes
Proposal: Householder application for proposed two storey and single storey rear extension
Site Address: 52 Sixth Avenue, Edwinstowe, Notts
EPC DECISION: Approved

8. Application No: 15/02183/FUL
Applicant: Mr Bott
Proposal: Householder application for single storey side and rear extensions
Site Address: 1 Birkland Drive, Edwinstowe, Notts
EPC DECISION: Approved

PLANNING DECISIONS

1. Application No: ES/3325
Applicant: NCC Children, Families & Cultural Services
Proposal: Demolition of 1970's visitor centre, excavation of car parking area, removal of picnic area and playground, and restoration of site to natural habitat. Refurbishment/upgrade of Ranger access and red shale path. Alterations to Ranger highway access point. Closure of two highway access points to former car park (being removed), closure of highway access point to picnic area (being removed), and reinstatement of highway verge to acid grassland
Site Address: Sherwood Forest Visitor Centre, Swinecote Road, Edwinstowe, Notts
DECISION: Granted

2. Application No: 15/01716/OUT
Applicant: Mr & Mrs Marsden
Proposal: Demolition of garage and proposed erection of 1 No bungalow (outline with all matters reserved save access)
Site Address: Land to the rear of 24 Robin Hood Avenue, Edwinstowe, Notts
DECISION: Application permitted outline planning permission

3. Application No: 15/01987/FUL
Applicant: Mr Evans
Proposal: Householder application for single storey side extension
Site Address: 41 Rufford Road, Edwinstowe, Notts
DECISION: Permitted

4. Application No: 15/02027/FUL
Applicant: Mr Mellins
Proposal: Householder application for erection of a single storey side extension
Site Address: 44 Lansbury Road, Edwinstowe, Notts
DECISION: Permitted

15/124 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 2034hrs Standing Orders suspended

A resident asked whether a response had been received from Center Parcs about the fireworks. C/Cllr Peck responded that a noise assessment had been carried out and because the fireworks are on for such a short period of time, it did not constitute a nuisance. C/Cllr Peck has spoken to the General Manager.

A resident reported that the footpaths in the cemetery were very slippy. Clerk to talk to groundsman.

A resident expressed concerns about the potential fracking in the area and explained some possible consequences. There is an information sharing day on Sunday 31st January 2016 and it is hoped to hold an event at the Manvers Arms - details to follow. The resident also agreed to provide an article for the village magazine.

A resident expressed reassurance that C/Cllr Peck is following up points raised by residents concerning the new visitor centre.

A resident asked whether parents of children at St Mary's Primary School could be encouraged to use the other entrance on Forest Corner which has a safe car park as opposed to using the Paddock Close entrance.

A resident asked whether the 20mph speed restrictions were advisory or enforceable. Advisory only

Ended - 2049hrs Standing Orders reinstated

15/125 DATE OF NEXT MEETING: Tuesday 9th February 2016

Meeting closed at 2050hrs

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