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Meeting Minutes May 2014

Draft Minutes of the Ordinary Meeting of the Council held on Wednesday 14 May 2014 in the Council Chamber, Village Hall, Edwinstowe

Present: Cllrs Cocking, Ayre, Tattersall, Benson, Starbrook, George, Brooks, J Peck, K Peck, Freeman
Apologies: Cllr Boughey - ill health

14/012 WELCOME BY CHAIRMAN INCLUDING ANY ANNOUNCEMENTS

The Chair opened the meeting and reminded all present of the rules for public and members question times drawing their attention to point 4.

"A question will not be received by the Council where the issue it concerns has been the subject of a decision of the Council in the last six months."

Copies of these rules are provided at every Ordinary Meeting. It is not the Council's wish to exclude members of the public from their meetings.

The Chair asked the meeting if anyone present would be recording the meeting. One member of the public indicated that they would be recording.

14/013 RECEIVE ANY APOLOGIES AND REASONS FOR ABSENCE

Apologies were received and accepted unanimously

Apologies were approved and accepted.

14/014 DISCLOSURES OF INTERESTS BY MEMBERS (AND EMPLOYEES) IN ITEMS ON THE AGENDA

Cllr Starbrook - personal interest in agenda item 14/020 (ii)

14/015 TO APPROVE THE MINUTES OF THE ORDINARY MEETING OF THE COUNCIL HELD
ON 10th April 2014

Approved unanimously (by those Councillors who had been present) and signed by the Chair.

14/016 MATTERS ARISING FROM LAST MEETING

None.

14/017 TO RECEIVE QUESTIONS AND PETITIONS FROM MEMBERS OF THE PUBLIC (20 MINUTES)

The Chair read the rules for Public/Members question time.

Commenced 1847hrs

A resident asked why the meeting day had been changed from a Thursday to a Wednesday. Was it to disadvantage residents so they were unable to attend? The Chair after consultation with the Clerk, informed the meeting that the dates had been displayed in prominent places including the website since March 2014.

A resident asked how the skate park had been received. Later agenda item

A resident asked why a question could not be asked concerning a matter that the Council had made a decision on within the preceding six months if in their opinion the question had not been adequately answered by the Council.

A resident asked whether the wording on the notice at the skate park would be altered to include opening/closing times so the police can move skaters on.

A resident asked what the Council was going to do about the wooden section of the skate park.

A resident asked how they would know the rules of public question time as they had not attended the last meeting.

A resident asked what the point of this section was, if members of the public are unable to ask questions.

A resident has carried out research on the internet and accepts that minutes should not be a verbatim record, he commented on the quality of the Parish Council minutes stating they were at best dubious.

A resident commented on the anti-climb paint that had been put on the gate between Friar's Park and Jubilee Park and questioned whether residents had carried out the proper checks before using it. He asked who had keys to the gates and whether Jubilee Park was for the whole village or just certain Friar's Park residents.

A resident reported a loose drain cover at the entrance to Friar's Park. Clerk to report

A resident commented on his statement made at the last meeting where he read from a quote from Hamlet concerning moral and political corruption and how he had likened it to Edwinstowe Parish Council. He has a list of 20 different cases, with evidence, where the Parish Council has, in his opinion, acted illegally. The Chair requested the evidence be left with the Parish Council. (Note: No information was given to the Clerk)

As there was still some time left, the same resident was able to ask another question.

At the last meeting the Parish Council the Chairman said that the Solicitors letter that had been received would be referred to the Law Society. Has this been done? What was the result? Chair to write a written response

Some of the above questions will be answered later in the agenda. Where we have resident's details, we will respond in writing to their questions. Please note - Residents are only named in the minutes when they have introduced themselves during this section of the meeting.

Ended 1859hrs

14/018 TO RECEIVE QUESTIONS FROM COUNCILLORS (20 MINUTES)

None.

14/019 TO RECEIVE AND CONSIDER REPORTS AND MINUTES OF ANY COMMITTEE, WORKING GROUP OR SUB-COMMITTEE

Available from Parish Council Office.

  1. Finance Committee Meeting - 21.03.14
    Noted

  2. Future Development of Jubilee Park Meeting - 24.03.14
    The Working Group will be looking at different options to develop the park into a family orientated space for the whole village to use including landscaping, wild flower area, trim trail etc

    The Chair requested that the idea of a Parish Plan be placed on the June agenda for discussion. Approved unanimously

  3. Allotment Working Group - 31.03.14, 23.04.14
    Meetings had taken place and it had been agreed to stop going over old ground and to meet the Allotment Association Committee. Approved unanimously

  4. Coal Industry Social Welfare Organisation - 04.04.14
    CISWO have no plans to develop the Thoresby Welfare site until February 2018. Regular meetings will be held to discuss progress. Councillors will be informed the date of the next meeting. Concerns had been raised about the rubble that had been left on site. It was unanimously agreed to write to N&SDC planning re condition of the site

    CISWO own the entire site and are happy for the Bowls Club to remain. The play area is leased by the Parish Council but currently maintained by N&SDC. Discussions are ongoing for the Parish Council to take over the play area.

  5. Meeting with Mark Spencer MP and Nick Brown (Thoresby Estates) re Allotments - 15.04.14
    Dealt with in item iii

  6. Cemetery Working Group - 29.04.14
    1. Request for Memorial Bench
      It was unanimously agreed to grant permission for the bench.

    2. Letter concerning Forest Cemetery
      The Cemetery Working Group have agreed to meet with a resident who has raised issues concerning the condition of Forest Cemetery.

All reports and minutes have been recorded correctly. Unanimously agreed

14/020 AGENDA

  1. Thoresby Colliery Closure
    Motion - put by Cllr J Peck

    Cllr Freeman moved to put an amendment to read 'regarding the sensitive development of the site and ...' after 'developed'

    Seconded by Cllr Ayre approved unanimously

    It was also unanimously agreed to add, 'and the Unions' after District Council. The motion therefore reads,

    Edwinstowe Parish Council calls on Nottinghamshire MPs, the County Council, District Council and the Unions to jointly campaign to save Thoresby Colliery. We believe every attempt should be made to press the Government to broker a solution which would keep the colliery open beyond the suggested eighteen month period, to enable jobs to be saved and the remaining coal extracted, rather than importing increased amounts of coal. We also believe a strategy needs to be developed regarding the sensitive development of the site and to plan economic regeneration and job creation in the area, beyond the eventual closure. This must include securing the maintenance of the railway track, to enable the eventual extension of the Robin Hood Line through Edwinstowe and Ollerton.

    Motion unanimously approved. Clerk to send letters to all organisations

    Item ix is also dealt with in this agenda item.

  2. Allotments
    1. Request for Parish Council to pay Solicitors Invoice - £413.28
      It was unanimously agreed not to pay the Solicitors invoice.

    2. Solicitors Letter from Jones & Co - Pre-Action Protocol Letter, Judicial Review
      Two letters have now been received the second of which supersedes the first. All Parish Councillors have had sight of all letters and the Chairs initial response. Due to time restrictions, the Council agreed for the Chair to respond to the second letter on their behalf without referring back to a further meeting on this occasion. Approved unanimously

    3. Ollerton Road Allotments Friendly Association
      A new association has been set up. We do not know the membership of the new association. Advice from NSALG states that allotments can have any number of associations on site, or none.

      For the purposes of clarity, Cllr Freeman informed the meeting that the decision made at the February meeting was to take over the administration of the allotment site and not the allotment association. He stated clearly that the Parish Council has no right or intention to take over any allotment association. The Chair asked the meeting if they all agreed that that was indeed the case. Unanimously agreed

      Reference reports of asbestos on site, the Council has a duty to act on this information. A report from the Senior Environmental Health Officer from N&SDC has been received after a site visit was conducted. A copy will be sent to the Secretary of Ollerton Road Allotment Association and Thoresby Estates (as landowners). Copies available on request

  3. Skate Park
    1. Councillors Monitoring Report
      At least four Parish Councillors visit the park on a regular basis, spending time talking to skaters and adults alike. The young people are found to be polite and courteous. One councillor visited the site on two occasions in response to complaints received from residents - on arrival there were no issues regarding the behaviour of the young people.

      From the beginning the response from young people has been fantastic. The issues raised by residents before the skate park was built, have been disproved. There is no significant damage. If residents took the time to talk to the young people they would discover what they are really like. The response from parents and grandparents has been overwhelmingly positive. Individual residents, several of whom had concerns initially, have found their concerns to be unfounded. We receive more complaints concerning the gates and the anti climb paint that have been installed by some residents - mainly complaints from residents that live on Friars Park.

      Despite rumours neither the police nor council workers have found any evidence of drug or alcohol use at the site. It is a facility that is here to stay - most Edwinstowe residents are in favour.

    2. RoSPA Inspection Report
      Noted - no issues

    3. Barrier Between Car Parks
      Two quotes have been received, we are awaiting a third quote. It was agreed to continue to monitor the situation before deciding whether or not to purchase a barrier.

    4. Children Playing Signs on Mansfield Road
      Need further research at present. It was agreed to monitor the situation before deciding if further action is necessary. Agenda for next Working Group meeting

    5. Extra Litter Picking Patrols
      The site is litter picked 6 days per week which will increase to 7 days during the summer months. This will be at no extra cost to the residents. We are awaiting delivery of two further litter bins

    6. First Aid
      It is not advisable to have first aid kits as we are not allowed to administer plasters etc. (Like schools). It is important for users to wear safety equipment but we cannot enforce it.

    7. Talk to Local Schools
      An offer has been received from Dukeries School to talk to young people about the skate park. Cllrs Brooks and J Peck to talk to King Edwins and St Marys Primary School children.

      Complimentary and supportive letters have also been received from residents concerning the skate park. The Chair read a synopsis of these letters.

  4. Discovery Attractions Scheme at Sherwood Forest
    The deadline for funding confirmation was 31st March. Discovery Attractions have confirmed they have the money. NCC will now carry out the necessary checks before the contracts are signed.

  5. Advisory Dog Control Zones at Sherwood Forest
    NCC are looking into introducing some advisory dog control zones at Sherwood to try to help with the influx of dog walkers and concerns raised by other park users.

  6. Pedestrian access through car park at Jubilee Park
    We are receiving more complaints concerning the gates that have been installed between Friars Park and Jubilee Park by residents. The residents are within their rights to install the gates as Barratts failed to apply for rights of way at these two access points. Residents may need to look at control measures especially regarding the anti climb paint that has been used.

  7. Future Development of Jubilee Park
    Motion - put by Cllr J Peck

    The Parish Council agrees to set aside a maximum of £40,000 from monies for the maintenance and development of Jubilee Park to purchase appropriate equipment suitable for child and family play and recreation. Specific proposals will be made to the Parish Council.

    Cllr Ayre - seconded. Approved unanimously subject to Clerk checking amount quoted

    Sometimes the simplest solutions work best. We would employ a company to help design the site.
    Agenda item for June meeting.

    It was proposed to purchase two more picnic benches - agreed unanimously

    It was proposed for all councillors to visit the site during an evening to look at various options. Agreed unanimously. Clerk to memo councillors for availability

  8. High Street Parking Limit Update
    After a successful campaign by High Street traders and C/Cllr Peck, NCC has agreed to increase the waiting limit on the High Street from 30 minutes to one hour. This will be introduced later in the year.

    Concerns were raised about vehicles parking outside the library. Monitor situation

    The question of getting the parking bays marked out was raised. Clerk to contact Highways

    There was some concern that the Parish Council and C/Cllr J Peck had not been informed of the changes. C/Cllr Peck to speak to appropriate officers

  9. Proposed Rail Link from Shirebrook to Ollerton
    Dealt with under agenda item 14/020 (i)

14/021 Correspondence(COPIES ARE AVAILABLE TO VIEW IN COUNCIL CHAMBERS)

NAME DESCRIPTION COMMENTS
NALC DEFRA's Rural Community Energy Fund Agenda item - June
Display on website and noticeboards
Notts County Council One stop customer service points for both County and District Councils Establish where nearest face to face service point is and display on noticeboards and website
Newark & Sherwood District Council National Citizen Service Display on website and noticeboards
Newark &anp; Sherwood District Council District Wide Housing Market & Needs Assessment 2014 Noted as deadline has expired
10 Downing Street The new Employment Allowance Noted - display website details on our website
Mark Spencer MP Thank you letter Noted
Local Resident Parish Council support letter The letter was read to the meeting but it was thought inappropriate to disclose the senders details

14/022 ANY APPOINTMENTS TO COMMITTEES, WORKING GROUPS OR
SUB-COMMITTEES OR OTHER BODIES

  1. Skate Park Management Working Group
    It was proposed to form a working group to include councillors, residents and young people. Agreed unanimously

14/023 FINANCIAL MATTERS (TO BE REFERRED TO THE FINANCE COMMITTEE, if necessary)

  1. Quote to supply/fit infrastructure for additional Christmas lights
    Approved unanimously

  2. Approval of new insurance quote
    Approved unanimously. Thanks to the Clerk for obtaining a quote for £1,500 less than previous years.

14/024 CHEQUES/INVOICES FOR APPROVAL

Approved and signed by Chair.

DATE PAYEE DESCRIPTION AMOUNT inc VAT
06.03.14 Notts County Council Grit/Salt £25.00
06.03.14 Bunzl Cleaning Supplies £116.56
07.03.14 EON Christmas Lights Electric £42.30
07.03.14 Viking Stationery Copier Paper £27.88
10.03.14 Andrew Mellors Newsletter Deliveries £200.00
11.03.14 Severn Trent Water Cemetery Water £92.26
14.03.14 CISWO 4th Avenue Play Area Rent £80.48
17.03.14 N&SDC Cemetery Rates £600.53
17.03.14 N&SDC Mansfield Rd Toilets Rates £671.81
20.03.14 Village Hall Management Committee Electric to 20.03.14 £105.75
21.03.14 N&SDC Dog Bin Contract £1,697.28
27.03.14 evoweb marketing Skate park flyers £80.00
01.04.14 David Playford Website Management Fee £300.00
01.04.14 N&SDC Cemetery Rates £552.24
02.04.14 Sign Solutions Skate Park Signs £171.60
04.04.14 Computer Station Computer Repairs £60.00
08.04.14 Cash Petty Cash £100.00
09.04.14 Post Office Van Tax £220.00
11.04.14 Trade UK Ltd Equipment £21.14
11.04.14 Notts County Council Jubilee Park Rent £1.00
11.04.14 Nicom Alarms Alarm Repairs at Pavillion £90.00
11.04.14 Viking Stationery Stationery £62.22
14.04.14 Location Audio Skate Park Opening £355.00
14.04.14 Konica Photocopier £100.37
16.04.14 S&F Roofing Roof Repairs to Village Hall £285.00
22.04.14 Viking Stationery Copier Paper £19.52
25.04.14 Town & Country Village Grass Cutting £1,630.80
25.04.14 Central Garage MOT/Service Van £163.50
28.04.14 Konica Copy Charges £32.68
30.04.14 Bunzl Cleaning Products £61.94

It was questioned why we pay CISWO rent for Fourth Avenue play area. This is a peppercorn rent.

The roof repairs to the Village Hall was queried and approved unanimously. It may be necessary to fit a motion sensor light in the hallway as it will be quite dark during the darker nights. Clerk to monitor situation

14/025 GRANT APPLICATIONS

  1. Request to contribute towards a small functional sculpture in appreciation of the legend of Robin Hood
    Refused as too speculative

  2. The Dukeries Academy Concert Band request a contribution towards their forthcoming tour to New York
    Approved unanimously

  3. Edwinstowe Brownies request a contribution towards their 100th birthday celebration special pack holiday to Trustthorpe
    Approved unanimously

14/026 PLANNING MATTERS

None.

14/027 REPORTS FROM COUNTY AND DISTRICT COUNCILLORS
(VERBAL REPORT AT MEETING; COPY OF REPORT TO CLERK)

D/Cllr Brooks has been dealing with planning issues and complaints concerning the increases to charges for services provided by N&SDC.

C/Cllr Peck has already reported on the main issues during the meeting.

14/028 DATE OF NEXT MEETING: Thursday 12th June 2014, Annual Parish Meeting - Thursday 22nd May at 6.30pm

The Chair requested setting a date for the Personnel & Staffing Working Group to meet as there are several issues to discuss including working hours/duties and correspondence received from Unison. Cllr Freeman declared an interest as an employee of Unison. Clerk to email working group for availability.

2055hrs - Meeting closed

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