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Meeting Minutes May 2019

Draft Minutes of the Ordinary Meeting of the Council held on Wednesday 15 May 2019 following the AGM at 7pm in the Council Chamber, Village Hall, Edwinstowe.

Present: Cllrs Ayre, Brooks, Brown, Carlton, Freeman, Murphy Peacock, J Peck, K Peck, Rogers.

Apologies: Cllr Troop.

19/008 WELCOME BY CHAIRMAN INCLUDING ANY ANNOUNCEMENTS

The Chair opened the meeting and welcomed all present.

It was agreed to unanimously print future councillor attendance figures.

19/009 RECEIVE ANY APOLOGIES AND REASONS FOR ABSENCE

Apologies noted Cllr Troop.

19/010 DISCLOSURES OF INTERESTS BY MEMBERS (AND EMPLOYEES) IN ITEMS ON THE AGENDA

None.

19/011 TO APPROVE THE MINUTES OF THE EXTRAORDINARY MEETING OF THE COUNCIL HELD
ON 2nd APRIL 2019

Minutes were approved and signed by the Chair.

19/012 MATTERS ARISING FROM PREVIOUS MEETINGS

None.

19/013 TO RECEIVE QUESTIONS FROM COUNCILLORS (10 MINUTES)

None.

19/014 TO RECEIVE AND CONSIDER REPORTS AND MINUTES OF ANY COMMITTEE, WORKING GROUP OR SUB-COMMITTEE

Cllr Peacock reported images unsuitable for final etching onto the Thoresby Memorial lectern panel. Cllr Peacock has obtained additional photos which could be used. Lectern has been ordered.

Resolved – Clerk to arrange new meeting.

Cllr K Peck reported that a meeting has been arranged between herself, the clerk and Karen Wakefield of the Sherwood Forest Education Partnership.

19/015 AGENDA

  1. Amenity Report
    Our new Clark and Amenity Supervisor have started to conduct weekly meetings outside, within the Parish to identify ongoing maintenance and Amenity Projects. The report will be e-mailed to all councillors before each meeting, with before and after photos of works completed.

    Our Cemetery Groundsman has new increased hours and now carries out litter picking duties in the afternoon along the Lansbury / Henton Road areas.

    The Parish Council is now grass cutting the back of the Cemetery and the Bowling Green.

    The clerk and amenity supervisor made requests for six new cast iron bins to replace broken bins located at East Lane Car Park, West Lane Car Park, High Street, Fourth Avenue Play Area and to replace a plastic bin outside the Dukeries Pub. All bins to be bolted into the ground.

    Cllr Brown reported that the East Lane Carpark Bin replacement is a NSDC responsibility.

    Cllr Peacock reported that the two Fourth Avenue bins are regularly moved around as they are not fixed to the ground.

    Cllr Brown suggested that the purchase of plastic bins could cost more money, if they needed regular replacement.

    Cllr J Peck reported that the council has no set budget for bins and suggested a loan be acquired, and to contact NSDC who may supply bins for us at no cost.

    Cllr Rogers suggested in the light of recent climate change discoveries, Edwinstowe Parish Council commits to reducing our carbon footprint and use of non-sustainable materials. To achieve this we will place environmentally friendly initiatives and purchases as a priority that will underpin all decisions and actions by the council.

    Mankind has already left non-recyclable waste on the moon, this week we have discovered that Mankind has left similar in the Marianas trench, the deepest part of our oceans. In Edwinstowe Parish we are determined to stop unnecessary pollution of our environment and lead the way in green alternatives. Agreed by the council unanimously.

    Resolved – Clerk to ask NSDC to replace bins.

    Council approved the re-use of three benches from the Bowling Green to be placed; side of Ollerton road bus shelter, Thoresby Memorial garden and replace the bench adjacent to the CO-OP.

    Cllr Ayres reported that the bench at Henton / Rufford Road also needs replacing.

    Cllr Brown suggested that the community get involved with the planting.

    Cllr K Peck suggested that allotment holders could become involved with planting also.

    Council approved to trim back Ivy to half its size on the Village Hall, to stop damage to guttering.

  2. Parking Issues
    Cllr J Peck reported that since the CO-OP has closed, the staff car park, parking has worsened. Other traders used to park in the car park, this could affect trade to the high street.

    Resolved – write to the CO-OP

    Cllr Carlton reported that zigzag markings to be renewed outside King Edwin School as residents are parking here.

    Cllr J Peck reported that the county council did extend the zigzag markings. Parking is an issue outside all schools in the county. NOTTS County Council has purchased two camera cars and will be buying a third. Camera cars did visit King Edwin Primary and can issue an enforceable Fixed penalty fine. People have been fined.

    Cllr Murphy reported issues at all roads approaching the school and the need to change parents’ attitudes. The School bus used to shuttle run children from the other side of the village but was withdrawn due to money issues and we have no lollipop lady outside the school either.

    Cllr Peacock reported parking on all three parts of the junction an issue.

  3. KNAPSACK spraying PA1/PA6AW
    Training course and June dates for PA1 and PA6W from Trent Valley Training was put forward by the clerk so that the Parish Council can control weeds along streets and furniture.

    Cllr Ayres – reported weeds an issue around Newark and Sherwood homes.

    The Parish Council agreed in principle to pay for the PA1/PA6W knapsack spraying qualification for the council’s amenity supervisor.

    Cllr Murphy suggested that the allotment association may provide Lantra training / qualification at reduced cost.

    Resolved – Clerk to investigate allotment association PA1 and PA6W course costs.

  4. Cemetery
    A burial forecast has been produced for the Garden of Rest area ashes interments. Forest Cemetery will run out of space within two years. In response a new pathway and Garden of Rest area has been marked out.

    Resolved – Clerk to meet with Cemetery committee onsite to discuss Garden of Rest and other matters.

  5. Robin Hood Festival
    The Clerk has arranged a meeting with Sally Granger from RSPB to discuss traffic management for the event. Agreed that Cllrs Ayrs, Murphy and Freeman will attend also.

    Cllr Brown reported that car parking charges will rise to £5.00 and the legends will not be taking place at the festival.

  6. High St Planters
    The Parish Council approved the purchase of plants and materials for the High street planters. Unanimous

  7. Staff working visits
    The Parish Council has approved for the office to be closed in the mornings, for staff to undertake working visits to similar parish councils. Unanimous.

    Resolved – Clerk to write to Parish Clerks requesting meetings.

  8. Sherwood Fields / Jubilee Park
    Cllr J Peck suggested Robin Hood Colts are approached regarding the lease of land to extend Jubilee Park which has a 99-year lease.

    The Chair reported that an enquiry to use the land has been made for dog training purposes.

  9. Meeting with traders and businesses
    Cllr J Peck reported that since the Business forum folded, the Parish Council should maintain line of communication with traders. Setting up an informal meeting, to discuss matters of mutual interest with the traders. Proposed to set up a partnership to discuss common interests i.e. parking issues. Approved. Cllr Carter abstained.

    Cllr Carlton reported that a meeting has been organised by Fables on the 25th at 5pm.

  10. CCTV
    Cllr J Peacock reported that the Parish should be communicated with regarding the CCTV promise.

    Cllr Peacock reported that Mike Manley, Emergency Planning and CCTV Officer at NSD has approached two companies to investigate CCTV. To see how effective one camera will be. At a cost of £10,000, plus three deployable camera points – to quickly install where necessary. Met with Mike this week, to move the project on.

  11. Parish Council motion to agree the policy of Edwinstowe Parish Council for the period 2019/20 to 2022/23
    Moved by Councillor John Peck
    Seconded by Councillor Celia Brooks

    The Parish Council agrees that the following statement will form the policy of Edwinstowe Parish Council for the next four years of office. We intend to build on the work of our administration over the past eight years which has seen the provision of new and better amenities, taking over many responsibilities and amenities from the District Council, whilst keeping the parish precept low and making sure Edwinstowe is a village to be proud of. Therefore, over the next four years, we will strive to put our promises into practice and will:
    • Continue to keep the parish finances in good order and the parish precept low
    • Press for improvements to the doctors’ surgery, more school places and ensure the development of Ollerton roundabout to meet the demands of new housing
    • Oppose any further building on our green spaces
    • Call for a greater police presence and continue our work with the police to reduce crime, speeding and parking problems
    • Continue our support for CCTV on the High Street and request for the parish council to be consulted about the type and location of the system and for its earliest installation
    • Extend the new children’s play area on Fourth Avenue and create a new village park on the former bowling greens
    • Create a new riverside open space and walk
    • Guarantee to keep free parking in all our car parks and work hard to make sure we retain a thriving, attractive High Street
    • Continue to oppose fracking in Edwinstowe and Sherwood Forest
    • Install a Thoresby Colliery winding wheel to remember Edwinstowe’s mining heritage and will open the memorial garden to miners who died at Thoresby Colliery
    • Continue our campaign to extend the Robin Hood railway to Edwinstowe
    • Keep our streets clean and litter free and install more dog bins to tackle dog fouling
    • Continue our parish magazine Edwinstowe Village News
    • Install a defibrillator to be sited at the Village Hall
    • Negotiate additional land to extend the parish cemetery
    • Continue to organise village events such as the Christmas Lights switch on
    • Always listen to residents to consider their views and seek to improve communication

    In addition, we will explore wherever possible new and more efficient ways of working. We will also take account of the need to act responsibly to become a greener council in playing our part in responding to climate change.

    During our coming term of office, we will work hard on behalf of Edwinstowe residents to achieve the above promises and make sure Edwinstowe is a clean, green, safe place to live.

    Cllr J Peck suggested that the policy provides framework for the council to follow.

    Cllr K Peck added that it will provide focus to the council for the next four years.

    Cllr Brown requested to add an amendment which prevents the village from becoming a town and to add this into the plan.

    The policy in outline was agreed unanimously.

19/016 Correspondence (COPIES ARE AVAILABLE TO VIEW IN COUNCIL CHAMBERS)

  1. Dukeries Academy Thank you grant funding
    Noted.
    Cllr Freeman reported a declaration of interest.

  2. Groundwork UK – Community Awards - Noted

  3. Minerals Local Plan
    Cllr Peacock reported that the plan has no specific section for hydraulic fracturing and that the Parish Council should make representation.

  4. Live and Local
    Cllr K Peck suggested correspondence is passed onto events committee.

  5. Charity Scope Textile Recycling
    Cllr Murphy reported that the charity shop on the high street collects all textile items.

  6. Notts Police Stakeholder Update - Noted

  7. RCAN Hall Talk - Noted

  8. Newark and Sherwood Community Plan - Noted

  9. Calor Rural Community Funding - Noted

  10. Fracking at Sherwood Forest
    Chair reported that the student who is compiling the report spoke with them previously.
    Cllr K Peck, will write back to the student and ask that her findings are shared with the Parish Council to help Edwinstowe’s campaign and suggested inviting the student over to present her findings in the future.

  11. Parking at The Craft Centre
    Cllr Peacock reported a meeting has been arranged for 22nd May, next Wednesday.

  12. Blue Plaque Old Library – Christopher Thomson
    The Parish Council agreed to support the Blue plaque scheme for the old library.
    Cllr K Peck suggested that an article could be made for the village magazine.
    Cllr Rogers reported that Christopher Thomson was also an early pioneer and reformer.

  13. Best Kept Village Competition 2019 - Noted

  14. Data Protection Fees - Noted

  15. Community Infrastructure Levy
    Cllr Peacock reported that the CIL 123 register is used for strategic projects and that NSDC consider this for Edwinstowe.

  16. Major Oak Woodland Festival – Sherwood Forest Trust
    The Chair will attend as a VIP.

  17. Edwinstowe and Clipstone War Memorial – Listed Building Status
    Parish Council are pleased for the listed status.
    Cllr J Peck suggested an article in the village magazine for the listing.
    Cllr Freeman suggested that as a folder for all correspondence is kept in the Parish office, that not all correspondence be bought to the Parish Council Ordinary meeting.

19/017 ANY APPOINTMENTS TO COMMITTEES, WORKING GROUPS OR
SUB-COMMITTEES OR OTHER BODIES

None.

19/018 FINANCIAL MATTERS (TO BE REFERRED TO THE FINANCE COMMITTEE, if necessary)

  1. Unity Trust Bank
    The Chair reported that the Parish Council should adopt the internet banking offered by the Unity Trust Bank. Unanimous agreement from the Parish Council.

19/019 CHEQUES/INVOICES FOR APPROVAL

DATE PAYEE DESCRIPTION AMOUNT inc VAT
11.03.2019 NSDC NON DOMESTIC RATE BILL PUBLIC CONVENIENCES MANSFIELD ROAD TO BE PAID BY MONTHLY DIRECT DEBIT £920.37
11.03.2019 NSDC NON DOMESTIC RATE BILL CEMETERY CHURCH STREET TO BE PAID BY MONTHLY DIRECT DEBIT £601.48
11.03.2019 NSDC NON DOMESTIC RATE BILL CAR PARK MANSFIELD ROAD TO BE PAID BY MONTHLY DIRECT DEBIT £687.40
11.03.2019 NSDC NON DOMESTIC RATE BILL CAR PARK WEST LANE TO BE PAID BY MONTHLY DIRECT DEBIT £491.00
11.03.2019 NSDC NON DOMESTIC RATE EAST LANE CAR PARK TO BE PAID BY MONTHLY DIRECT DEBIT £576.93
20.03.2019 BETTER CONNECTED LANDLINE & BROADBAND £88.73
24.03.2019 UK FUELS PLUS DS06FVA DIESEL £68.76
31.03.2019 UK FUELS PLUS PETROL CEMETERY MOWER £21.54
02.04.2019 NOTTS CC FORMER RUFFORD COMPREHENSIVE SCHOOL RENT RECEIVABLE CHARGE PERIOD 25.04.19-24.04.20 £1.00
02.04.2019 B & Q TRADE POINT FENCE PAINT / OIL MOWER POWER TOOLS £40.08
03.04.2019 EON EON ELECTRICITY INVOICE CHRISTMAS ILLUMINATIONS 010318-280219 £94.30
03.04.2019 EON EON ELECTRICITY INVOICE 010119-310319 CAR PARK CHARGES £856.63
05.04.2019 EON EON ELECTRICITY INVOICE CHRISTMAS ILLUMINATIONS 010318-280219 £34.49
07.04.2019 UK FUELS PLUS DS06FVA DIESEL / PETROL MOWER £80.36
08.04.2019 BETTER CONNECTED TELEPHONE LANDLINE & BROADBAND £88.13
10.04.2019 DVLA TAX VEHICLE TAX DS06 VFA 12 MTHS 01.05.19 - 30.04.20 TO BE PAID BY MONTHLY DIRECT DEBIT £250.00
10.04.2019 CAME & COMPANY HISCOX LOCAL COUNCIL INSURANCE POLICY £4,189.68
11.04.2019 CENTRAL GARAGE REPLACED VAN SEAT £216.00
11.04.2019 B & Q TRADE POINT B & Q PAINT & BRUSHES £57.54
21.04.2019 UK FUELS PLUS PETROL FOR MOWERS £17.39
18.04.2019 STAFF SALARIES (18.04.2019) £2,197.24
18.04.2019 NCC PENSION (Apr) £255.93
18.04.2019 HMRC PAYE/NIC (Apr) £170.51
28.04.2019 UK FUELS PLUS FUEL VAN £85.78
29.04.2019 TOWN AND COUNTRY GRASS CUTTING £2,203.20
30.04.2019 UNIVERSAL FABRICATIONS LTD MEASURE SUPPLY INSTALL GALVANISED RAILINGS AND GATE EDWINSTOWE VILLAGE £2,058.00
01.05.2019 SAGE SUBSCRIPTION £22.40
01.05.2019 VIKING STATIONERY £44.76
01.05.2019 STAFF SALARIES (01.05.2019) £5,283.99
05.05.2019 UK FUELS PLUS PETROL FOR MOWERS £17.39

The Chair noted that the invoice from Echium World Memorial planting be paid which had not been listed. Agreed by the council.

19/020 REPORTS FROM COUNTY AND DISTRICT COUNCILLORS
(VERBAL REPORT AT MEETING; COPY OF REPORT TO CLERK)

Cllr J Peck on behalf of NCC, reported that a large plan for Ollerton roundabout had been bought over for the meeting. Work is due to start in April 2021 and will take two years to start with an additional year to complete. The plan will be available to view.

Full council meeting at NCC is due to promote a motion – to make a consideration for climate change in all that the council does in every policy. Including all its properties.

Review traffic management for Swinecote road – expecting a report from this in the future.

Cllr Peacock on behalf of NSDC has received a few reports that the roads around the former Miners’ Welfare and car park were accumulating dust and debris from the building site. I have reported this to the appropriate Business Manager at NSDC who has had the site inspected and contacted the developer. The developer is aware of the issue, they are finding it difficult to keep the roads tidy due to parked cars in the area. However the developer has made a commitment to maintain the roads as well as possible. NSDC will make regular checks on this.

I have received reports of older children abusing the play park on Fourth Avenue and also getting inside the building compound at the former Miners’ Welfare. I have visited the site and found bins upended on the play-park and rubbish strewn across the play park. I have asked the police to make more regular patrols in the area on evenings and also requested that EPC change the bins at the play park so that they cannot be upended.

I have been in constant contact with Mike Manley from NSDC on this matter for some months now. I have asked Mike to make an assessment of where the best place is to site a single camera as well as creating 3 additional points for re-deployable cameras, so as to give wider more flexible cover. Currently NSDC are waiting for two companies who are putting together such an assessment that will include technical information and costings. Mike tells me one of the problems for the delay is that the signal transmissions are complex from Edwinstowe. I have also asked Mike to provide an assessment of how affective a single camera will be with a view to looking at other complimentary crime prevention measures.

In 2015 I engaged with NSDC estates officials to look at improvements to Sherwood Forest Craft Centre. At the time I had received complaints regarding the heating systems, toilets and various other minor complaints from existing tenants. I spent 2 years working with the estates department to build a business case to make transformational changes to the craft centre and to redevelop the former toilet block into commercial use. In April 2017 I secured £250,000 within the NSDC Capital Programme for this. The plan going forward was in two phases, firstly to redevelop the old toilet block and secondly make transformational changes to the craft centre including building new toilets onsite, outside covered areas, increased number of units to let out, new heating system, increased parking spaces and many minor repairs. For two years I have been pressing for this work to be done, which has been extremely disappointing, as NSDC has lost valuable income from rents. In recent weeks I have had a frank exchange with the Director of Growth who has intervened personally to speed up the process of the first phase, with steels now in place and the promise of completion by mid July 2019. The second phase will commence later in the autumn of 2019.

The craft centre has been suffering from people parking their cars in the centre whilst visiting the visitor centre and forest. NSDC have planned to close the craft centre car park to prevent this from happening. I have been contacted by traders at the centre who have not been consulted about the plans. I have organised a meeting on the 22nd of May at the craft centre at 5pm between NSDC senior officers and the traders to determine what traders feel about the car park. I have asked the NSDC officers to take on board what traders have said and to take the necessary actions that will be agreed at the meeting.
In the long term a solution needs to be sought to satisfy the needs of all stakeholders on forest corner with regards to parking, stakeholders include the craft centre tenants, NSDC, YHA, RSPB, Edwinstowe Cricket Club, St. Mary’s School and Edwinstowe Parish Council (cemetery parking)

Cllr Carter on behalf of NSDC reported that he attended the Sir David Naish memorial and signed the card on behalf of the Parish Council.

Since being elected for the first time to Newark and Sherwood District Council, naturally a lot of time initially has been taken up with inductions and meets greets. I can confirm in my role as a newly Elected District Councillor I have undertaken the following:

Attended the Councillors Induction Workshop and had a guided tour of Castle House. Signed in presence of the Chief Executive, the Official Declaration. Updated Castle House Records so they have the relevant contact details for me. Met with numerous Officers (as well as fellow Councillors) as to who undertakes what function, whilst trying to remember more importantly names. Attended many training events, in order to prepare me to undertake my duties as a Councillor. Submitted nominations to the relevant committees. Completed, signed and returned the Official Register of Interests.

In addition to the above, I along with Cllr Brown have been undertaking the following: Establishing ourselves in the community, meeting many residents, business owners, community groups and other Parish Councils.

We are in the due course of arranging surgeries, so if constituents would like to talk directly to a District Councillor (more information to follow).

Liaising with several constituents on specific case, which is confidential.

Sign posting residents to relevant council services at NSDC or to other public bodies, or responsible councillors.

Met with officers to ascertain a more in-depth view of the issues surrounding the Craft Centre, Edwinstowe, and vice versa with business owners. Some points relating to Health and Safety of remedial works have been actioned. In addition we are working to re-establish the craft centre Business’s Tenants Association.

Received communications of members of the public re: parking around the village. This has now been passed to enforcement who will be attending the village, including Sundays. It is being done in a way that doesn’t put off, people from visiting or shopping, i.e. twice weekly sweeps, but reinforces that there are parking restrictions in place. I.e. the High Street being one hour.

Received communications from members of the public re: dog fouling particularly at the Henton Road Dog Area, where some owners are not cleaning up. Again this has been passed to NSDC to look into.

Met with Officers re: Fly tipping in general around the Ward, and it is currently being explored in a number of ways to try to combat the issues which is to include warning signs. Covert surveillance is being explored by has legal ramifications that have to be considered first.

Arranged a meeting to get an update on the CCTV for the High Street so we keep the Parish Council involved as a part of the process.

We are working with a member of the public to provide another Litter Pick focussing on approach roads only, into the village. The next one will be 2nd June 2019 at 11am. Details to follow as all members can get involved if they so wish.

Cllr Brown on behalf of NSDC; firstly I would like to thank Celia Brooks for her hard work and time given on NSDC. As a new Councillor I have attended the introduction cyber and security and will be attending any and all training relevant to the roles I will be undertaking as the new NSDC councillor.

In Edwinstowe I have had dealing with multiple businesses including the craft centre over issues with facilities and the functioning of the landlord of the craft centre as this seems to have been slightly let down so I am trying to reconnect and trying to get a better working relationship between NSDC and the tenants.

Parking I have after discussion with Alan Batty Business manager environmental health and licensing regarding the issue of parking on the high street this is now being put on a regular schedule for the parking wardens/enforcement officers So it will be regularly surveyed so as to try and ease the parking issue on the high street also with the Rufford park project this is where enforcement officers go down Rufford Abbey on a Sunday to assess parking on grass verges instead of in car parks and as the Enforcement team will be in the area they will be doing regular checks on the high street to reduce the lengthy stays and increase flow within the village.

Have reaffirmed to NSDC I'm working on projects within the Sherwood side of the council.

19/021 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

None.

19/022 DATE OF NEXT MEETING: 11TH JUNE 2019 AT 7.00 PM

Apologies in advance for next meeting, from Cllrs J Peck and K Peck.

Meeting closed at 9.15pm.

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