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Meeting Minutes November 2014

Draft Minutes of the Ordinary Meeting of the Council held on Thursday 13 November 2014 at 7.00pm in the Council Chamber, Village Hall, Edwinstowe

Present: Cllrs Brooks, Cocking, Benson, Starbrook, Tattersall, J Peck. K Peck, George

Apologies: Cllr Ayre - prior commitments

No Apologies: Cllr Freeman

14/098 WELCOME BY CHAIRMAN INCLUDING ANY ANNOUNCEMENTS

The Chair opened the meeting and welcomed all present.

The Chair expressed thanks to those involved with the organisation of this year's Remembrance Parade the previous Sunday and Tuesday's service at the War Memorial both of which were well attended. The large poppies on the lamp posts looked really effective and will be used in the future.

Phil Jones from the British Legion has sent an email of thanks

We have received an email from NALC requesting nominations for the Smaller Council's Committee. For information a small council is defined as one with less than 6,000 electors, Edwinstowe has just over 4,000. Let Clerk know if you wish to be nominated.

14/099 RECEIVE ANY APOLOGIES AND REASONS FOR ABSENCE

Cllr Boughey - Dispensation

Apologies were received and accepted unanimously.

14/100 DISCLOSURES OF INTERESTS BY MEMBERS (AND EMPLOYEES) IN ITEMS ON THE AGENDA

Cllr Brooks for Planning.

14/101 TO APPROVE THE MINUTES OF THE ORDINARY MEETING OF THE COUNCIL HELD
ON 9th October 2014

Approved unanimously (by those who were present) and signed by the Chair.

14/102 MATTERS ARISING FROM PREVIOUS MEETINGS

  1. Company Check
    The Clerk had checked the information that had been passed by a member of the public at the last meeting. Company Check is a type of yellow pages and they get information from a variety of databases. Councils across the country are also on the database.

    Cllr J Peck stressed that even though this had been presented as 'evidence' at the last meeting; Edwinstowe Parish Council is not a limited company, councils are not allowed to be - it is illegal.

    On the basis of this misinformation a sign was placed on an allotment notice board stating that Edwinstowe parish Council was a profit making, limited company. It would have been much simpler to ask the Parish Council.

  2. Right-hand Turn Mansfield Road/High Street - update
    A response has been received from NCC Highways, "...one accident in four years being much better that the national average collision rate for a signalled crossroads, it is highly unlikely that this location would be of high priority for the County Council's Casualty Reduction Team Programme for a scheme based on Casualty Reduction Funding." - Noted

  3. Transfer of Car Parks - update
    The transfer report will be taken to the Economic Development Committee for approval on 4th December.

    The transfer should take place on 1st January. The signs will be replaced at N&SDC cost. This Parish Council guarantees to keep the car parks free of charge.

  4. Safer Neighbourhood Group
    There were only two targets agreed at the last meeting - inconsiderate parking on Mansfield Road and motoring offences, especially speeding around the village.

    The next SNG will take place on Tuesday 18th November at 6.00pm in the Village Hall.

14/103 TO RECEIVE QUESTIONS AND PETITIONS FROM MEMBERS OF THE PUBLIC (20 MINUTES)

Commenced 1912hrs

The Chair asked if anyone would be recording the meeting, a member of the public indicated they would be the Chair was also recording. If any member of the public does not wish to be filmed during this section, they can ask that the equipment be turned off.

The signs on the High Street still state that the parking limit is only 30 minutes, should it state one hour - agenda item 14/106 (v)

A resident stated that she had never said the Parish Council will sell the land and did not put the notice on the noticeboard but researched on the internet when she read the notice. Cllr J Peck responded that this was a very different view from what had actually happened and reminded the meeting that it is illegal for a Parish Council to be a limited company. The resident offered an apology and stated that NCC had told her that the Parish Council is a legal entity.

Jim Rhodes, President of the Allotment Association - is still waiting for a reply to a letter he sent to the Clerk after the last meeting. Will he receive a replay? Chair to respond

Mr Rhodes asked when the council would be informing all allotment holders of the working group's findings and decisions. Has the working group included complaints and disciplinary procedures - Agenda item 14/105 (ii)

A resident questioned why in a recent leaflet delivered to all residents concerning the allotments (not produced by the Parish Council) it stated that it costs Bassetlaw District Council (BDC) £11,000 to manage their allotments? The resident had enquired with BDC and they do not pay £11,000 on any of their sites. Will the Parish Council write an article dispelling this rumour?

A resident stated the BDC website stated there is a Bassetlaw Allotment Strategy which is running a pilot scheme on one site to encourage the take up of plots and have set aside £11,000 to see if the scheme would work.

Mr Rhodes stated this confusion would not have arisen if the council had met with the allotment association in January. The Chair responded that the council did not know their intentions in January.

Ended 1925hrs

14/104 TO RECEIVE QUESTIONS FROM COUNCILLORS (20 MINUTES)

Commenced 1925hrs

Cllr Tattersall has been made aware of a complaint concerning the cemetery. If the person concerned would like to visit the cemetery with councillors, please contact the Clerk to arrange.

Cllr J Peck expressed his exasperation at the disruption in recent council meetings by certain members of the community, especially those who are currently setting themselves up as a community group. Do members agree that the behaviour of a small minority of the electorate has at times been reprehensible? Electors can disagree with elected members but should do it in a polite manner. The Parish Poll was a waste of £1,600 of elector's money; a further wasted £500 will be discussed later in the agenda. The Parish Council has been threatened with judicial review. The Chair has been subjected to abusive behaviour not least a Nazi salute at a public meeting. There are vile and unpleasant posts on social media made about Parish Councillors and staff.

Cllr Brooks reported the incident of the Nazi salute to the police. The offender refused to apologise or accept a police caution so the Crown Prosecution Service took it to court. The offender pleaded guilty and was given a conditional discharge for one year and ordered to pay £100 compensation to the Chair which she has presented to the Holocaust Centre.

Ended 1934hrs

14/105 TO RECEIVE AND CONSIDER REPORTS AND MINUTES OF ANY COMMITTEE, WORKING GROUP OR SUB-COMMITTEE

Available from Parish Council Office.

  1. Patient Participation Group
    There have been two coffee mornings which raised over £600 towards a touch screen checking-in system. Thank you to all the staff and patients that participated.

  2. Allotment Working Group
    The draft agreement including terms and conditions is now complete and will be sent to all Allotment Holders in due course for comment. The Chair stressed that it is a draft agreement which will be brought back to the Parish Council in due course for approval. Circulate to all Councillors

    The Working Group will now look at other issues including complaints procedure and time line etc.

    It was stressed that the Parish Council will be administering the site, not managing it.

    The Chair has requested an up to date list of allotment holders and waiting list from the Secretary but has not received a response. There appears to be a lot of overgrown allotments on site and situation could become worse. Advice is being sought from the national association on a regular basis. We do not want to break any protocols.

    A letter recently circulated to all allotment holders by the association appears to contradict a letter sent by the Secretary dated 14th October 2014.

    The Parish Council will be writing to all allotment holders asking if they wish to keep their plots.

    All matters agreed

    The water meter is now installed and the water will be turned off between 1st October and 1st March every year - as agreed with the allotment holders on the working group. One of the standpipes leaks badly. Clerk to contact plumber for quote.

    A letter has been sent to the Council asking whether an allotment holder who has held his allotment for 65 years and currently does not pay rent will continue to get it free. Do not need to decide now as the rents are not due until March.

    All matters agreed

14/106 AGENDA

  1. Traffic Calming Measures Mill Lane
    Letter passed to Cllr J Peck for consideration.

  2. Trees Outside 3-7 Mansfield Road
    "...ownership, and therefore maintenance responsibility, is identified to be with the property as above and therefore NCC, as Highways Authority, has no maintenance responsibility regarding the trees. This being the case, and although ownership and maintenance responsibility is indicated to be with the property, I should add that the property and this part of Edwinstowe is set within a designated Conservation Area, and as such I strongly suggest you contact N&SDC as Planning Authority and the Parish Council before authorising or commencing any tree works."

  3. Refurbishment of Play Area - Jubilee Park
    We have now received three quotes. It was unanimously agreed to take to Finance Committee for decision and to circulate to both primary schools, playgroup and Bright Beginnings for comments. We have already agreed up to £40,000 from the s106 monies to update Jubilee Park.

    We have also met with Sherwood Forest Trust about the trees and the extra bunding around the skate park. There will be a site meeting over the next couple of weeks to finalise position and variety of trees etc.

  4. The People's Millions - Discover King John's Palace (Sherwood Forest Trust)
    King John's Palace has made it through to the final stages of the National Lottery People's Millions selection process. The telephone number to vote will be available on Wednesday 26th November and will be publicised on our website and on the village noticeboards.

    Cllr Cocking asked whether the Parish Council could write a letter to Mansfield District Council in support of the Parliament Oak. Clerk to write

  5. Waiting Limit on High Street - Update
    The High Street businesses organised a petition requesting the parking limit be raised from 30 minutes to 1 hour which was taken to NCC. We have received an update from Highways, "...the public consultation should be carried out during November/December and subject to any objections being received, the order will proceed soon after. It is hope the scheme will be completed within 3 months of the consultation period depending on any objections received."

  6. Recording of Meetings
    The Chair read Standing Order 37.4, in line with DCLG guidelines, '...The Clerk shall afford to the press reasonable facilities for the taking of their report of any proceedings at which they are entitled to be present. Audio and video recording of the meeting may be undertaken however, any member of the public who actively objects to being filmed, during public participation time, can ask for the filming to stop for the duration of their participation."

    An excerpt of the April meeting is being circulated on the internet together with misleading information concerning the meeting. The Chair played the recording to the meeting.

    There is also a misleading and incorrect narrative written by the main protagonist at the meeting who has a link to it on her twitter page. There is an implication that the Chair is running around screaming hysterically - this is not true; another illustration of the bizarre information that is being spread.

14/107 Correspondence(COPIES ARE AVAILABLE TO VIEW IN COUNCIL CHAMBERS)

NAME DESCRIPTION COMMENTS
Nottinghamshire County Council Nottinghamshire Minerals Local Plan Noted
Nottinghamshire County Council Media Release re postponed Bilsthorpe Energy Centre Report Cllr J Peck will be speaking against this on behalf of Bilsthorpe Parish Council
Edwinstowe Bowls Club Thank You Letter Noted
Mansfield District Council Addendum update to the MDC Strategic Flood Risk Assessment Noted
King Edwin Primary & Nursery School Thank You Letter Noted
Nottinghamshire County Council Consultation on Spending Proposals 2015/16 - 2017/18 Noted
Local Government Boundary Commission Electoral Review of Nottinghamshire Noted
Nottinghamshire County Council Better Broadband for Nottinghamshire Noted

14/108 ANY APPOINTMENTS TO COMMITTEES, WORKING GROUPS OR
SUB-COMMITTEES OR OTHER BODIES

None.

14/109 FINANCIAL MATTERS (TO BE REFERRED TO THE FINANCE COMMITTEE, if necessary)

  1. Auditors Response to Additional Audit Fees
    Cllr J Peck was surprised that the audit fee had nearly doubled - an additional £525 was being charged. This is not Parish Council money, it is the residents money.

    A resident has enquired with the auditors concerning the ride on mower and skatepark - querying whether correct procedures had been followed. This query was a vexatious enquiry as we do follow procedures, as set out in law. The auditors do not have to follow up such enquiries but chose to but did not, themselves, follow correct procedure as laid out in the Local Audit and Accountability Act 2014, Part 5, Section 27, we should have been advised that an enquiry had been made.

    The external audit has been returned with a tick in every box - with no problems.

    The cost of the Parish Poll and the audit enquiry have cost more than the cost of the ride on mower.

  2. Planters for Outside Library
    The Parish Council would like to purchase some large planters to make the High Street more attractive. Agreed for Finance Committee to look at

    Cllr J Peck moved that £2,000 is set aside for High Street improvements including new planters, repainting the street furniture and moving one seat. Agreed unanimously

  3. Cost of Parish Poll
    Notification has been received from N&SDC that the Parish Poll will cost £1,543.28 plus the cost of hiring the Village Hall.

    Once the Parish Council reported the outcome of the Parish Meeting, the matter was out of our hands. We had no further input. All decisions were made by N&SDC Officers. There was only one polling station, if there had been more the cost to the electorate would have been higher.

14/093 CHEQUES/INVOICES FOR APPROVAL

Approved and signed by Chair.

DATE PAYEE DESCRIPTION AMOUNT inc VAT
14.10.14 Viking Stationery Stationery £33.12
15.10.14 Konica Minolta Photocopier £100.37
17.10.14 N&SDC Playground Inspections £149.40
21.10.14 Cash Petty Cash £113.17
03.11.14 British Legion Wreaths/Poppies £151.00
03.11.14 Konica Minolta Photocopy Charges £49.68
04.11.14 Town & Country Grass Cutting - Sherwood Fields £242.40
06.11.14 Need Input Remembrance Booklets £225.00

Agreed and signed.

14/111 GRANT APPLICATIONS

None.

14/112 REPORTS FROM COUNTY AND DISTRICT COUNCILLORS
(VERBAL REPORT AT MEETING; COPY OF REPORT TO CLERK)

District Council Report

Currently concentrating on the High Street conservation area and we should hear about the Jug and Glass in the very near future.

Individual case work on behalf of residents.

County Council Report

Budget consultation - saved £77m last year with a further £77m still to be saved which is proving extremely difficult as services have been considerably reduced already. NCC is trying to protect the vulnerable/front line services.

The management of the country parks is currently being looked at - there is a consultation currently.

14/113 PLANNING MATTERS

Cllr Brooks left the meeting.

PLANNING APPLICATIONS

1. Application No: 14/01938/FUL
Applicant: Mr Drury
Proposal: Householder application for erection of single storey extension and erection of two storey side extension above and to rear of existing single storey garage area
Site Address: 21 Paddock Close, Edwinstowe, Notts
EPC DECISION: Approved

2. Application No: 14/01705/FUL
Applicant:
Proposal: Erection of ground mount solar PV panel array including extension to pump building to house the solar inverters, erection of security fencing and erection of CCTV cameras
Site Address: Field reference number 9176, Retford Road, Boughton, Notts
EPC DECISION: Noted

3. Application No: 14/01914/FUL
Applicant: Mr Share
Proposal: Householder application for 2 storey rear extension and the construction of a dormer window to the front elevation
Site Address: 12 Rufford Road, Edwinstowe, Notts
EPC DECISION: Approved

PLANNING DECISIONS

1. Application No: 3/14/01521/FULR3N
Applicant: NCC Children, Families & Cultural Services
Proposal: Retain existing temporary classroom
Site Address: King Edwin Primary School, Fourth Avenue, Edwinstowe, Notts
EPC DECISION: Granted

OTHER PLANNING MATTERS - APPLICATION FOR TREE WORKS

1. Application No: 14/01922/TWCA
Proposal: Removal of 1 No. dead Hawthorn tree leaning dangerously on to adjacent external oil tank
Site Address: The Big House, Church Street, Edwinstowe, Notts

OTHER PLANNING MATTERS - FOR INFORMATION ONLY

1. Application No: 14/01797/FULM
Applicant: Marstons Inns & Taverns and Wildgoose Construction Ltd
Proposal: New build Milestone Rotisserie Pub & Restaurant
Site Address: Former Tourist Information Office, Worksop Road, Ollerton, Notts

14/114 DATE OF NEXT MEETING: Thursday 11 December 2014 (if required), Thursday 8 January 2015

Meeting closed at 2045hrs

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