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Meeting Minutes July 2016

Draft Minutes of the Ordinary Meeting of the Council held on Tuesday 12 July 2016 at 7.00 pm in the Council Chamber, Village Hall, Edwinstowe.

Present: Cllrs Ayre, Benson, Brooks, Brown, J Peck, K Peck, Tattersall and Troop

Apologies: Cllrs Starbrook, McLaughlin - other commitments

16/040 WELCOME BY CHAIRMAN INCLUDING ANY ANNOUNCEMENTS

The Chair opened the meeting, welcomed all present and asked if anyone intended recording the meeting – one member of the public indicated they would be recording.

The RSPB are holding a public information day on 25th July 2016, 5pm - 8pm at Edwinstowe Village Hall to show the plans for the new Sherwood Forest Visitor Centre.

Harworth Estates are holding a public consultation on 21st July 2016, 2pm - 8pm at Thoresby Colliery for the new development on the site.

16/041 RECEIVE ANY APOLOGIES AND REASONS FOR ABSENCE

Reasons were approved unanimously.

16/042 DISCLOSURES OF INTERESTS BY MEMBERS (AND EMPLOYEES) IN ITEMS ON THE AGENDA

None.

16/043 APPROVE THE MINUTES OF THE ORDINARY MEETING OF THE COUNCIL HELD
ON 14th June 2016

Minutes were approved unanimously and signed by the Chair.

16/044 MATTERS ARISING FROM PREVIOUS MEETINGS

  1. Traffic signals at West Lane - update
    The full answer is on the website. The Chair read the pertinent points to the meeting…
    "Generally, the two junctions are left to operate in isolation under light traffic conditions when it is considered better to let them individually optimise their own operation based on the traffic demands coming into them at the time. […] However, there are certain circumstances where he signals are set to run in co-ordinated fashion as follows:
    • Fire hurry call from the fire station.
    • Significant queues detected on Mansfield Road coming from Mansfield.

    The NCC Officer will keep the junctions under observation to see how they are coping and to assess whether there is any scope for modification.

16/045 TO RECEIVE QUESTIONS FROM COUNCILLORS (20 MINUTES)

Commenced 1920hrs

Cllr Brown has received an email from NCC Highways concerning the extent of NCC's responsibility or cutting the grass verges. It states that their responsibility is the outside the Parish boundary however, the Parish Council's responsibility has always been within the 30mph zone.

RESOLVED: - Clerk to make further enquiries

Cllr Tattersall reported the dangerous trees on the High Street outside the Co-op and asked when they were being cut. C/Cllr Peck has already chased Highways for a timeframe.

RESOLVED: - Clerk to make further enquiries

Cllr Tattersall requested a 'hedge letter' be sent to the owners of the hedge next to the Fruit & Veg Shop.

RESOLVED: - Clerk to send letter

Cllr Ayre reported the poor condition of the tarmac on the walkway on Abbey Road and sunken grates.

RESOLVED: - Cllr Peck to visit site and report accordingly

Cllr Troop reported speeding vehicles on Rufford Road. This had already been reported at the SNG meeting.

RESOLVED: - Clerk to report to PCSO at next beat surgery.

Cllr Brown asked for an update on the visit to the High Street by conservation officers concerning the colours used on some of the shop fronts. It was suggested to write to the landlords of the businesses reminding them of the rules of the conservation area.

RESOLVED: - Cllr Brooks to follow up.

Cllr Brown asked why a planning application that had been refused by the Parish Council had not gone to Committee for decision but was decided by a District Council Officer.

Depending on the size of the development, even though it has been refused by the Parish Council, an officer can approve the application.

Cllr Brown reported the poor state of the road towards the cemetery.
The Visitor Centre maintain the road and are aware of the problem however, the tractor is currently off the road so cannot collect the chippings needed.

16/046 TO RECEIVE AND CONSIDER REPORTS AND MINUTES OF ANY COMMITTEE, WORKING GROUP OR SUB-COMMITTEE

Available from Parish Council Office.

  1. Safer Neighbourhood Group
    The minutes are on the website. The main areas of concern were - speeding, parking, theft of and from motor vehicles, burglary and criminal damage. One offender was caught and has been charged.

    The next SNG will take place at Abbey Road Community Centre in September. Details will be circulated nearer the time. The next Beat Surgery is on Thursday 21st July at 11.00am in the Village Hall.

    RESOLVED: - To advertise for speed watch volunteers on the website. Look at involving local schools and community.

  2. Cemetery Sub Committee
    There is a bench in very poor repair in the cemetery. Attempts have been made to contact the owners but no reply has been received to date. A request has been received from another resident to replace the bench and they are also happy for the original plaque to be placed on the bench.

    RESOLVED: - To wait until after summer for a response from the current owners of the bench and if none forthcoming contact the resident who has made the request for the replacement bench.

    Cllr J Peck reported he had seen Nick Brown from Thoresby Estates recently who informed him that the Trustees and agreed in principle for us to buy the land needed to extend the cemetery. There is potential to use s106 monies from the Thoresby Colliery development to purchase the land.

  3. Health & Safety Sub Committee
    Risk assessments have been agreed for the year and will be updated, if there are any changes the council will be informed at the earliest opportunity. The group designed a Household Emergency Plan which is an aide memoir of useful numbers for residents.

    RESOLVED: - Household Emergency Plan to be put in the next magazine.

  4. Events Sub Committee
    Arrangements are starting to be made including the stalls and entertainment. A draft timetable has been drawn up. The formal paperwork - road closures, events notice, decorations licence etc are being completed. Craig has been asked to design the flyers and banners during the summer.

    The stall holder letters to include the time limit for entry onto the High Street for the event.

  5. Personnel & Staffing Sub Committee
    The updated draft staff contract was circulated to all members for comments. Various minor amendments were made. It was agreed to send the contracts to all employees with a covering letter.

    The contracts have been updated due to changes in legislation.

  6. Allotment Sub Committee
    The recent site visit was discussed - there are four overgrown plots, all have received letters.

    There were four vacant plots - two have now been rented.

    The standpipe taps have been replaced.

    The hedge on the approach road had now been cut and the overgrown plots will be strimmed.

    The visitor centre are aware we need some more chippings for the road and will deliver some when the tractor is fixed.

  7. Finance and Administration Sub Committee
    The finances are in good order for the first quarter and we are broadly where we want to be. We have paid the normal audit fee for this year and are disputing the additional cost.

  8. Parks & Open Spaces
    Cllrs Brooks and Troop visited the skate park to look at the damage to the ramps. The Clerk has emailed the contractor. Signs and tape have been applied around the ramps but have been removed.

    The small wooden fence around the car park that has been damaged will not be replaced as the trees and hedges behind prevent access onto the area.

    The Parish Council accept that there will be an annual repair cost for the wooden ramps that will come out of s106 monies.

    Fourth Avenue play area needs more metal ties to hold the fencing in place. The grass needs cutting & strimming.

    The angled tops on the two gates need grinding off as they are quite sharp.

    It was agreed to get quotes for a small 5 a-side football net and wooden stepping stones.

    RESOLVED: - Clerk to speak to arrange/get quotes

    The Chair asked for substitute members for the Parks & Open Spaces Sub Committee.

    RESOLVED: - Cllr J Peck and Brown to be substitutes

16/047 AGENDA

  1. Report from NCC Shale Gas Event
    The event informed the audience on the whole process of fracking and included representatives from the government department, H&S Executive, Planning Officer. The government have issued licences, the blocks have been distributed and there will be test drilling. It is up to the companies involved whether it would be commercially viable.

    Information has been received that there are no current plans to drill under Edwinstowe.

  2. Twinning with Robiac-Rochessadoule and forthcoming visit
    The visit will take place 4th August - 7th August 2016. They will arrive on Thursday afternoon and leave on Sunday morning.

    Enquiries have been sent to relevant organisations before the draft plan can be finalised.

    Suggestions were made to visit the Energy Village at Ollerton and to get Church opening times from the vicar.

    RESOLVED: - Clerk to make relevant enquiries.

  3. Thoresby Colliery Memorial
    A donation has been received from Nottinghamshire NUM Ex & Retired Miners Association.

    The Chairman of RBL had been contacted as it was proposed to place the memorial in the War Memorial Garden. The RBL have no objection to the siting of the memorial and they are happy to help when the memorial is planned and laid. The design has not yet been finalised.

  4. Feedback from CEO of King's Mill Hospital
    The meeting was very positive and the merger will help the community as all services will be accessible. Newark Hospital will remain as minor injuries. The merger will be completed within 6 months and will become the 2nd/3rd largest NHS trust in the country.

  5. Approval of Draft Policies
    Internet Policy & Procedure - approved unanimously
    Lone Working Policy & Procedure - approved unanimously
    Whistle Blowing Policy & Procedure - approved unanimously
    Shared Parental Leave Policy - approved unanimously
    Grievance & Discipline Procedure - approved unanimously subject to adding ACAS Code of Conduct

16/048 Correspondence(COPIES ARE AVAILABLE TO VIEW IN COUNCIL CHAMBERS)

  1. NSDC - Importance of the five year housing land supply in making planning decisions
    The Village Envelope can be stretched if the village is considered a Principle Village – Edwinstowe is.

    The Chair quoted from the letter; "…we should continue to carefully consider development on sustainable sites which fall immediately adjacent to urban boundaries and village envelopes which meet the relevant requirements of the Development Plan in all other aspects, and have the capacity to positively contribute to boosting the supply of housing within the District in the short term."

    RESOLVED: - To put letter on the website

16/049 ANY APPOINTMENTS TO COMMITTEES, WORKING GROUPS OR
SUB-COMMITTEES OR OTHER BODIES

None - see earlier re substitute councillors on Parks & Open Spaces Sub Committee.

16/050 FINANCIAL MATTERS (TO BE REFERRED TO THE FINANCE COMMITTEE, if necessary)

Skate park repairs will be paid out of s106 monies.

16/051 CHEQUES/INVOICES FOR APPROVAL

DATE PAYEE DESCRIPTION AMOUNT inc VAT
09.06.2016 Cash Petty Cash £80.37
13.06.2016 PPE Work Solutions Gloves £14.99
15.06.2016 A Buckingham Grave Dig £250.00
16.06.2016 Grant Thornton Audit Fee (standard fee only) £720.00
17.06.2016 County Signs Signs for Play Areas £828.00
20.06.2016 Konica Minolta Copier Rental/Charges £157.02
21.06.2016 Bunzl Cleaning Supplies £144.37
22.06.2016 Trade UK Plants £87.94
24.06.2016 P Roe Replacement Taps at Allotments £160.00
27.06.2016 VHMC Electricity Charges to 27.6.2016 £60.38
27.06.2016 Town & Country Village Grass Cutting £1,420.80
28.06.2016 C Mariner Newsletter Design & Printing £2,165.00
28.06.2016 NCC Pension Contribution June 2016 £1,174.72
28.06.2016 HMRC PAYE/NIC June 2016 £1,092.95
06.2016 Staff Wages & Salaries June 2016 £5,257.48
28.06.2016 A Buckingham Grave Dig & Exploratory Dig £300.00
04.07.2016 NSDC Temporary Event Notice Fee - Xmas Event £21.00
06.07.2016 HM Court's & Tribunals Service Court Hearing Fee £55.00
07.07.2016 E.ON Car Parks Lighting Electricity Charges £516.07
07.07.2016 H Randall Newsletter Delivery & Flyer Insertion (Harworth Estates) £300.00

The cost for the allotment taps is covered by the annual rent.

16/052 GRANT APPLICATIONS

None.

RESOLVED: - Put note on website informing local groups when grants are considered.

16/053 REPORTS FROM COUNTY AND DISTRICT COUNCILLORS
(VERBAL REPORT AT MEETING; COPY OF REPORT TO CLERK)

County Council

The High Street is still scheduled for resurfacing in September.

The Robin Hood Line is more uncertain - Cllr Peck will make further enquiries.

Cllr Peck met with Highways Officer concerning the condition of some footpaths in the village. He took the opportunity to ask about suitable sites for the half winding wheel from Thoresby Colliery. The positioning depends on what services are underneath the ground.

District Council

Planning - there is more pressure to build houses. Edwinstowe will get more social housing through N&S Homes 3 year plan, these will probably be bungalows and on sites that they already own.

District Councillors are trying to get the District Council involved in tourism in the west of the district and realising how important it is to the economy.

The new offices have started construction.

At the recent Local Action Group the police were asked if there had been an increase in racial attacks in the district. Cllr Brooks will bring the information back to the Parish Council.

16/054 PLANNING

PLANNING DECISIONS

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, Notts
DECISION: Permitted

2. Application No: 16/00683/FUL
Applicant: Mr Stirland
Proposal: Householder application to remove asbestos garage and replace with new log cabin style timber garage using the existing garage area.
Site Address: 14 Rufford Road, Edwinstowe, Notts
DECISION: Permitted

16/055 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 2035hrs

A resident has had difficulty hearing the councillors debating due to the layout of the room. Noted

A resident has recently had a bad experience with hospital appointments. Noted

A resident reported that at recent presentations given by a fracking company, it was mentioned that mining areas were not suitable for fracking. Cllr J Peck responded that at the recent NCC meeting, it was stated that mining areas were more favourable.

A resident asked whether Swinecote Road would be closed permanently when the RSPB built the new visitor centre. Swinecote Road will not be closed.

A resident asked why the half winding wheel had to be moved from the entrance to Thoresby Colliery. Cllr J Peck responded that it will only be moved if Harworth Estates do not want it at the entrance to the new development.

A resident asked questions concerning the Village Envelope and what developments constituted windfall housing. The Chair replied that only the developments at the top of Rufford Road and on Mansfield Road were part of the development plan, everything else is windfall housing.

A resident asked about the VAT element of the list of cheques. It was agreed to show the amount of VAT reclaimed each quarter.

Ended 2057hrs

16/056 DATE OF NEXT MEETING: Tuesday 13th September 2016 - START TIME 7.00pm

Ended 2058hrs

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