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Meeting Minutes October 2020
Draft Minutes of the Ordinary Meeting of the Council held on Tuesday 13th October 2020 at 7.00pm via Zoom as a remote meeting. There were no members of the public in attendance.
20/51 WELCOME BY CHAIRMAN INCLUDING ANY ANNOUNCEMENTS
Chair asked if anyone was recording the meeting other than the Clerk.
Meeting was recorded by Cllrs Murphy, K Peck and Troop.
20/52 RECEIVE ANY APOLOGIES AND REASONS FOR ABSENCE
Apologies received from Cllrs Freeman and Peacock.
Approved.
20/53 DISCLOSURES OF INTERESTS BY MEMBERS
Cllr Murphy - allotments
20/54 TO APPROVE THE MINUTES OF THE ORDINARY MEETING OF THE COUNCIL HELD
ON 8th SEPTEMBER 2020
Cllr Troop requested that the Bus Shelter discussion included relocation to a safe place.
Approved
Chair reported that July minutes with amendments are now on the website as suggested. The Parish Council no longer publish draft minutes.
20/55 MATTERS ARISING (following NALC guidelines)
Chair requested that all matters arising to be on agenda in the future .
Chair reported that the Clerk had met two local plumbers who spent an hour each measuring up the Village Hall Toilets, but had not yet provided quotes. A councillor suggested we try local, but it has not been successful.
Cllr J Peck suggested that national companies who specialise in public building projects quote for the Village Hall public toilets, as local plumbers have not produced quotes.
20/56 PUBLIC PARTICIPATION, STANDING ORDERS WILL BE SUSPENDED
(FOR THE DURATION OF THIS SECTION
None.
20/57 TO RECEIVE QUESTIONS TO COUNCIL FROM MEMBERS
Cllr Troop raised query from resident on the High street Woodhead development on responsibility of the communal garden area. Cllr J Peck responded that it is not the Parish Council responsibility, there will be a maintenance contract in place.
Chair reported Lidsters were contacted again, they had not got back in touch regarding the Memorial Garden, it is understood that the majority of Lidsters staff were back from furlough. The Parish Council have now sent a letter.
20/58 TO RECEIVE DRAFT MINUTES AND REPORTS OF THE FOLLOWING COMMITTEES, SUB-COMMITTEES AND WORKING GROUPS
-
Thoresby Vale – Working Group
Cllr J Peck reported that the meeting with Joel Gandhi at Thoresby Vale had been postponed. Members had received minutes from the clerk.
-
Allotment Committee – Letters
Cllr Ayre reported that the meeting was cancelled, one now set for the 27th of this month at 12pm. Two matters to discuss today which should be discussed under confidential matters, may include a data protection matter moved to confidential.
Agreed
-
Events Committee
Cllr K Peck reported ideas suggested were sent to the British Legion including two minute silence on doorsteps and British Legion could film / livestream activity at the Cenotaph. Placing poppies on lamp posts and in the village hall windows. Possibility of placing union Jack flags onto the village hall. Cllr K Peck had contacted the business forum with details of the “Open for business campaign” run by NSDC including posters and banner. Parish Council had spent £350 on the Book event, would like to run event next year.
Events committee proposed moving Christmas lighting day forward to 19th November 2020.
Approved
A discussion tool place on Christmas preparations including; increased high street lighting, extra village tree by the library, small tree by the triangle at bottom of high street, small trees mounted above shops with lights and to work with local businesses.
Cllr J Peck offered financial contribution to the Christmas Lights from his County Council fund.
-
Green Working Group
Cllr Troop gave an update on the working group including arranging a future meeting with NSDC on car park electric charging points, village x change now open, Sapling Gathering to continue, Green checklist for developers, Green working in the office, Solar panels, Visits to Thoresby and additional sites were discussed.
Cllr Murphy suggested that Cllr Peacock could join the green working group.
-
Emergency Planning Working Group
Cllr Troop gave update on COVID risk assessment plan to ensure they were robust. Looking into Edwinstowe Community Plan with Cllr Brown and establish links with community groups during pandemics.
Chair thanked the Clerk as it is an excellent Risk Plan document, comprises ten pages. Chair proposed that Cllr Troop to meet Clerk weekly to discuss any new developments to the plan as they have worked well together.
Approved
Cllr Carlton joined the Parish Council meeting after attending a meeting from NSDC.
-
Statement from Chair on status of committees
Chair provided clarification on who does what. All decisions has to be made through full council, do not delegate final decisions to groups. Committees are formal groups, working groups are usually single issue groups and task and finish. Deal with one thing, once dealt with, the groups work is over. Working groups are less formal and report back whether to a committee or full council. You don’t have to have a Chair for a working group, Thoresby Vale has no Chair for example.
Cllr Troop requested that the Emergency Planning Working Group becomes a subcommittee. Chair responded that we can only set a subcommittee at an AGM. A Chair can be elected for Emergency Planning at each meeting if required.
20/59 AGENDA
-
High Street
Cllr J Peck gave an update that the foundation slabs for the statute are down, and the statue is now ready. VIA need to arrange date for installation. Plus other street furniture. New trees have survived the summer.
-
Gateway Signs
Cllr J Peck gave an update that VIA officer Shaun Brown has visited locations for each sign, await his report. Give the go-ahead for signage company to undertake artwork for council approval. Aim for sign installation in the Spring.
-
Skate Park
Cllr J Peck and other council members met an Officer from NCC to request an inspection of the internal framework of the skatepark to see extent of rotted timber. Cllr J Peck e-mailed summary of the meeting to the NCC Officer.
Chair updated that the sign has been replaced. Notice board that was repaired with Perspex has been damaged again. A discussion took place on the Perspex. Cllr Troop offered a donation of perplex to the council.
-
Sherwood Fields - correspondence received
Chair reported that clerk written to Andy Hardy at NSDC on the drainage issues regarding the Robin Hood Colts Sports Pavilion and request a legal statement from NSDC.
Approved
A discussion took place on the sports pavilion.
-
Office Closure
Chair updated that the office is now closed on COVID advice. A discussion took place on the office closure.
Chair requested that if councillors wish to attend future outdoor meetings to contact the clerk.
-
Book Day
Updated earlier.
-
Van
Chair requested a discussion on the van to take place at a future Finance committee meeting. Cllr J Peck requested a November Finance Committee meeting to include budget setting and possibly an additional £2,500-£3,000 each year for a van lease.
-
COVID-19 Community Volunteers
Cllr K Peck met with volunteer co-ordinators, relaunched volunteer group, contacted everyone helped previously by phone. Vulnerable residents still staying at home, Vicar has now left the village. Cllr Ayre thanked Cllr Murphy for the volunteer coordinator sheets.
-
Cenotaph
Chair reported that Land Registry forms had been drafted with assistance from NSDC and once submitted the Parish Council will own that land.
-
Village Map Interpretation and Directional Signage
A discussion took place on signage and interpretation options at Forest Corner. Both councillors Carlton and Peacock had been working with NSDC, the Clerk has contacted the RSPB.
-
Winding Wheel
Cllr J Peck updated that the Parish Council had requested a meeting to confirm location of the winding wheel with RSPB at Forest Corner as the design and planning permission granted. Harworths have requested colour scheme from the Parish Council for the winding wheel. Suggested to duplicate the Interpretation from the Thoresby Memorial Garden.
20/60 Correspondence
- NSDC Parish Conference 2020
- NALC Bulletin – Chief Executive
- NCC Have Your Say
- NALC Bulletin – test & trace
- Public Enquiry - Horses
- Personnel Solutions – home working
- NSDC – Cleaner Greener Grant
- NSDC – Andy Hardy S106 Monies
- Woodheads – landscaping work
- NSDC – “Night Action”
- Christmas Tree – Forest Holdings
- Edwinstowe Illustrated Map
- What 3 Words
- Village Hall Committee
- Village Hall COVID
- NALC – Breakthrough Communications
- Parish Town Council Focus Group
- Village Hall QR Codes
- Funding update Toilets
- Harworths – Thoresby Vale update
- Warsop Parish Council
- NSDC – COVID Guidance
- NALC – Right to Contest Survey
- Road Works Bulletin
- Replacement Bus Shelter
- NSDC – Open for Business Campaign
- NALC – not holding face to face meetings
- NALC Bulletin – Chief Executive
- Mental Health Support Services
- RSPB – restaurant / catering van update
- VIA – High Street Update
Cllr K Peck suggested that the Parish Council write to the stables to clear up horse manure from highways. Agreed to contact NSDC environmental health for advice.
Chair reported that Woodheads were undertaking landscaping works adjacent to Ollerton Road allotments.
It was agreed that any Councillor requests for S106 money to go through the Clerk. Produce a list of S106 commitments.
20/61 FINANCIAL MATTERS (TO BE REFERRED TO THE FINANCE COMMITTEE, if necessary)
20/62 INVOICES FOR APPROVAL
| DATE | PAYEE | DESCRIPTION | AMOUNT inc VAT (if applicable) |
|---|---|---|---|
| 04.09.2020 | Salaries | Wages | £1,964.07 |
| 07.09.2020 | Town & Country | Grass cutting | £1,609.20 |
| 07.09.2020 | Prime Property | Repairs | £340.00 |
| 07.09.2020 | Cobb & Son | Grave Digg | £250.00 |
| 08.09.2020 | Konica Minolta | Photocopier | £20.70 |
| 08.09.2020 | CISWO | Annual Rent | £81.84 |
| 11.09.2020 | Platts Harris | Mower | £401.33 |
| 14.09.2020 | D A Williams | Test Fire Alarm system | £75.00 |
| 15.09.2020 | Central Garage | Van repair | £174.00 |
| 15.09.2020 | MDL Edwinstowe Ltd | Hanging Baskets | £360.00 |
| 16.09.2020 | Ultimate Print Ltd | Printing – Map / Barry leaflet | £120.00 |
| 16.09.2020 | Christine Goldschmidt | Illustrated Map | £75.00 |
| 16.09.2020 | Ultimate Print Ltd | Printing - leaflets | £45.00 |
| 18.09.2020 | Salaries | Wages | £5,0183.31 |
| 21.09.2020 | NCC | Pension | £2,941.92 |
| 30.09.2020 | Worksop Van Hire | Vehicle Hire | £350.00 |
| 01.10.2020 | JKE Web Design | Software Renewal | £59.99 |
| 01.09.2020 | B & Q | Maintenance supplies | £86.16 |
| 01.09.2020 | B & Q | Maintenance supplies | £11.34 |
| 01.09.2020 | B & Q | Polystyrene Sheet | £58.00 |
| 01.10.2020 | Central Garage | Van repair | £108.00 |
| 02.10.2020 | Leanne Moden | Wellbeing workshop / Memory writing workshop | £150.00 |
| 02.10.2020 | Salaries | Wages | £2,042.36 |
| 02.10.2020 | HMRC | PAYE/NIC | £1,638.52 |
| 02.10.2020 | Bunzle | Black Bags | £119.82 |
| 02.10.2020 | County Signs | 2 x Dibond Signs & fixings | £420.00 |
| 06.10.2020 | Platts Harris | Strimmer parts | £14.40 |
| 08.10.2020 | B & Q | Maintenance supplies | £58.95 |
| 08.10.2020 | NAS | Membership | £67.00 |
| 08.10.2020 | Viking | Bags / Street Cleaning | £213.49 |
20/63 DIRECT DEBITS FOR APPROVAL
| DATE | PAYEE | DESCRIPTION | AMOUNT inc VAT (if applicable) |
|---|---|---|---|
| 09.09.2020 | UK Fuels Ltd | Petrol/Diesel | £62.99 |
| 16.09.2020 | Sage UK Ltd | Software | £20.40 |
| 23.09.2020 | UK Fuels Ltd | Petrol/Diesel | £7.56 |
| 25.09.2020 | Better Connected | Telecoms | £84.01 |
| 30.09.2020 | UK Fuels Ltd | Petrol/Diesel | £56.35 |
| 30.09.2020 | Unity Trust | Handling Charge | £3.50 |
| 30.09.2020 | Unity Trust | Service Charge | £32.10 |
| 01.10.2020 | NSDC | East lane car park | £58.00 |
| 01.10.2020 | NSDC | West lane car park | £49.00 |
| 01.10.2020 | DVLA | Vehicle Tax | £23.18 |
| 07.10.2020 | UK Fuels Ltd | Service charge | £3.60 |
20/47 INCOME
| DATE | DESCRIPTION | AMOUNT inc VAT |
|---|---|---|
| 09.09.2020 | Cemetery - Full Burial | £710.00 |
| 09.09.2020 | Cemetery - Full Burial | £710.00 |
| 09.09.2020 | Cemetery - Burial Reservation | £450.00 |
| 11.09.2020 | Cemetery – GOR Burial | £370.00 |
| 11.09.2020 | Cemetery - Memorial | £150.00 |
| 11.09.2020 | Cemetery - Memorial | £150.00 |
| 16.09.2020 | Magazine Advert | £225.00 |
| 22.09.2020 | Cemetery – Burial Reservation | £460.00 |
| 25.09.2020 | Magazine Advert | £25.00 |
| 25.09.2020 | Magazine Advert | £50.00 |
| 25.09.2020 | Precept | £64,750.00 |
| 06.10.2020 | Grant - Magazine | £1,825.00 |
| 07.10.2020 | Magazine Advert | £75.00 |
| Total | £69,950.00 |
| BANK BALANCE | £128,132.13 |
20/65 REPORTS FROM COUNTY AND DISTRICT COUNCILLORS
(VERBAL REPORT AT MEETING; BULLET POINTS TO CLERK)
Report from County Councillor J Peck
My request to resurface Church Street which was agreed earlier this year will be carried out in two parts. The pavement will be done this month and the road will be resurfaced during February, weather permitting. Merryweather Close should have been resurfaced in March. Met with officers from VIA on Boy Lane put in a request for resurfacing to take place.
The County Council has agreed to write to the Secretary of State asking that he agree to Nottinghamshire commence the process of making the case for abolition of the County and District Councils and replacing them with a single unitary local authority. I spoke against this at the present time, arguing this discussion could wait until after the May local elections as officers and councillors should be concentrating on the rising Coronavirus in the County and not spending our time on a huge and expensive local government reorganisation. The Unitary status has now fallen through again after Secretary of State Robert Jenrick has now turned down the request.
Report from District Councillor Carlton
I have confirmation that the Alcohol Control Public Space Protection Order for Edwinstowe will remain in place. Committee went against officer recommendation for removal. NSDC Environmental Health Team visited all trading premises on the High Street last week to ensure COVID compliance. Feedback from NSDC officers has been very positive. Colleagues will be aware that the Black Swan was served a 21 day notice with regards to compliance with current COVID regulations. This is being kept under watch and I have asked for the Parish Council to be kept informed.
Tree at Abbey Road Centre, I have pushed again to NSDC for them to action. Once again dealing with a number of issues with resident’s council properties. Undertaken a fundraising exercise in aid of St Mary’s church to help restore the Chime Mechanism. I did a Virtual Walk of Hadrian Wall. I have raised approx. £1,700 (last few donations to collect in). Works quoted at £1500. Clock smith now instructed to commence works.
20/66 CONFIDENTIAL MATTERS
To resolve to exclude the Press and public from the following item(s) in accordance with The Public Bodies (Admissions to Meetings) Act 1960.
20/67 DATE OF NEXT MEETING:
Tuesday 10th November 2020.
Meeting ended at: 9.30 pm
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