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Meeting Minutes January 2018

Draft Minutes of the Ordinary Meeting of the Council held on Tuesday 16 January 2018 at 7.00pm in the Council Chamber, Village Hall, Edwinstowe.

Present: Cllrs Ayre, Brooks, Brown, Peacock, J Peck, K Peck, Starbrook, Troop

Apologies: Cllr Benson – ill, Cllr McLaughlin – personal reasons, Cllr Tattersall – ill

17/111 WELCOME BY CHAIRMAN INCLUDING ANY ANNOUNCEMENTS

The Chair opened the meeting, welcomed those present and asked if anyone was recording – one person indicated.

17/112 RECEIVE ANY APOLOGIES AND REASONS FOR ABSENCE

Reasons were approved unanimously.

17/113 DISCLOSURES OF INTERESTS BY MEMBERS (AND EMPLOYEES) IN ITEMS ON THE AGENDA

  1. Cllr Brown 17/115 (i), Cllr Starbrook 17/122 Pet’s Paradise cheque

The Chair requested permission to move items 17/117, 17/121 and 17/124 (County Councillor’s report) to after item 17/114 – approved unanimously.

17/114 TO APPROVE THE MINUTES OF THE ORDINARY MEETING OF THE COUNCIL HELD
ON 14th NOVEMBER 2017

Minutes were approved unanimously and signed by the Chair.

17/117 Robin Hood Colts/John Benson Pavilion

The pavilion was handed over to Robin Hood Colts on a 99 year lease. Recently, there has been some confusion over responsibilities so the Parish Council have met with Robin Hood Colts to clarify what was agreed when the lease was originally signed. We have taken advice from our solicitor and have confirmed that the Parish Council is only responsible for the fabric of the building.

The pumps in the wet well sewerage system have broken down and it is thought that they were not fit for purpose when the building was transferred therefore; Cllr J Peck proposed repairing the pumps as a one-off gesture at a total cost of £2.2k – agreed unanimously. All future costs are the responsibility of Robin Hood Colts.

RESOLVED: - Clerk to arrange repair work and send letter to Robin Hood Colts.

17/121

  1. To agree the 2018/19 precept
    The precept has not been raised for several years and the last adjustment was a reduction of 3.8%.

    The government is proposing a rise of between 3-4% for public sector wages and as this is our biggest expense, we need to increase this year’s precept. Cllr J Peck proposed an increase of 3.4% which is approximately an extra £2/year on a Band D property, Cllr Brooks seconded – vote 7 for, 1 abstention.
    RESOLVED: - Clerk to notify N&SDC .

  2. Cemetery Prices
    The Cemetery Sub-Committee recently reviewed the Cemetery Fees which were considered and further increased at the Finance Committee meeting. The cemetery fees form a crucial part of the precept calculation.

    After a lengthy discussion, Cllr Ayre proposed increasing the fees by the amount shown over a two year period 50% from April 2018 and 50% from April 2019 to agree to the figures already proposed by the Finance Committee. Cllr Starbrook seconded – vote 5 for, 2 against, 1 abstention.
    RESOLVED: - Clerk to increase figures as stated.

  3. Allotment Rent
    Thoresby Estates have increased the rent on the two sites by £79.90 per year. The Chair asked permission to increase the allotment rents for 2019/20 to cover the cost of the increase – approved unanimously.

    RESOLVED: - Clerk to notify allotment holders, giving one year’s notice of the 2019/2020 rents.

17/124 County Council

NCC are proposing reducing the verge cutting to one per year. (Later agenda item).

NCC have applied for a New Housing Grant of £7m towards Ollerton Roundabout – Harworth Estates are contributing approx. £1.8m. The cost of the improvement works have increased from £4.8m to approx. £8m – C/Cllr Peck is trying to find out why.

The Manvers Estate is due to be resurfaced over the next couple of weeks.

£500 donation to King Edwin Primary School towards their D.A.R.E. Project.

£250 donation to Feel Good Foods.

Cllr J Peck left the meeting – unwell.

17/115 MATTERS ARISING FROM PREVIOUS MEETINGS

  1. Allotment Shed
    Commiserations to the families of two allotment holders who had recently passed away. As a mark of respect, it was unanimously agreed to take this item to the Allotment Sub-Committee and defer to Ordinary Meeting in February.

    RESOLVED:- Clerk to arrange sub-committee meeting and agenda for February.

17/116 TO RECEIVE QUESTIONS FROM COUNCILLORS (10 MINUTES)

Commenced 1948hrs

Cllr Starbrook reported dog fouling on Henton Road Park. Clerk to report to Dog Warden.

Cllr Starbrook has received complaints concerning fracking from a resident. Agenda item in February.

Cllr Ayre reported parking problems on Carver Close – details passed to D/Cllr Brooks.

A resident has expressed concern to Cllr Troop relating to the lack of parking on the Rufford Pastures estate. Has consideration been given to double yellow lines? D/Cllr Brooks informed the meeting that 19 properties have garages and there is provision for 157 spaces on the estate in total.

A resident has some old postcards of Edwinstowe and would like to know where to take them. Cllr Troop to bring to Council Office.

Cllr K Peck informed the meeting that seismic testing equipment has been placed in Sherwood Forest. Details to the office, agenda item February.

Cllr Brown requested an update on the car park lighting and suggested the Parks and Open Spaces Sub Committee have a look where LED lights are already in situ to see how effective they are. Clerk to arrange POS meeting.

Cllr Brown requested some ‘it’s 30 for a reason’ signs for Rufford Road/Mansfield Road/Ollerton Road. Clerk to enquire with Highways

Ended 1958hrs

17/117 TO RECEIVE AND CONSIDER REPORTS AND MINUTES OF ANY COMMITTEE, WORKING GROUP OR SUB-COMMITTEE

  1. Robin Hood Colts
    See earlier agenda item.

17/118 AGENDA

  1. Ollerton Hub Feasibility Workshop
    Noted – Cllrs Ayre and Troop to try and attend.

  2. Pierrepont Estates – Fencing around Boy Lane allotments
    The fence between Boy Lane allotments and the field next door is in poor repair. Pierrepont Estates claim under the original agreement it is the responsibility of the Parish Council.

    RESOLVED: - Clerk to request copy lease as the only copy we have refers to the original site where Occupation Lane is now.

  3. Review of Christmas Event and date for Christmas Event 2018
    Refer to Events Committee

    Thanks to all members of staff and volunteers for their hard work – yet another successful event.

    RESOLVED: - Clerk to arrange Events Sub Committee meeting.

  4. High Street
    1. Land
      NCC have asked whether the Parish Council would be interested in buying, for a peppercorn fee, areas on land on the High Street that are currently owned by NCC.

      RESOLVED:- Take to Parks & Open Spaces Sub Committee meeting.

    2. Wheeled Bins

    3. Conservation Officer Visit
      The Conservation Officer visited the conservation area recently and agreed to impose a section 215 order on the BT building at the bottom of the High Street. Our letters have not been replied to and the building is in very poor decorative order – detracting from the area.

      The rows of wheelie bins outside Kirkstall Lodge and in front of 42 High Street could have a s215 order served on them and N&SDC would support this. After a discussion, it was agreed to send a letter to the landlords first.

      RESOLVED: - Clerk to send letter

      The Enforcement Officer has been in contact with the owner of the Old Methodist Chapel concerning the railings which have been stolen, the police are involved. New railings have been ordered.

      The Old Library has until April 2018 to conform to the planning application and restore the front windows and front door to the original style.

  5. Staff Pay Review
    Defer to Personnel & Staffing Sub Committee.

    RESOLVED: - Clerk to arrange meeting.

17/119 Correspondence(COPIES ARE AVAILABLE TO VIEW IN COUNCIL CHAMBERS)

  1. NALC – Responsibilities required under General Data Protection Regulation (effective 25 May 2018)
    Parish Councils need to appoint a Data Protection Officer when the new regulation comes in. The Clerk is unlikely to fulfil all criteria for the post so NALC are currently looking at various options.

  2. Resident – Potential parking problems resulting from new visitor centre
    After a discussion, it was unanimously agreed to refer the letter to NCC/RSPB as consortium partners for response.

    RESOLVED: - Clerk to inform resident

  3. N&SDC – Bridleway diversion around Edwinstowe Cricket Pitch
    Noted.

  4. Resident – Cycle tracks around Edwinstowe
    Noted

    RESOLVED: - Clerk to send letter

  5. Friends of the Earth – Potential closure of Church Street for community lantern parade
    Noted. Details to website.

  6. Resident – Rubbish in River Maun
    Clerk has already contacted the Environment Agency and informed the resident of their comments. The area in question is in King’s Clipstone Parish.

    RESOLVED: - Clerk to pass to King’s Clipstone Parish Council

  7. NCC – Change in frequency of verge cutting
    After a discussion it was agreed to ask what the results of reducing the verge cutting had been previously.

    RESOLVED: - Clerk to send letter.

  8. The Sherwood Forest Education Partnership – New Community Interest Company
    Noted. Had been invited to our meeting but had not responded.

    RESOLVED: - Clerk to invite again.

  9. NHS Mansfield & Ashfield – New NHS Urgent Treatment Centre, Newark
    Noted

  10. RSPB – New Visitor Centre Update
    Noted

17/120 ANY APPOINTMENTS TO COMMITTEES, WORKING GROUPS OR
SUB-COMMITTEES OR OTHER BODIES

None.

17/121 FINANCIAL MATTERS (TO BE REFERRED TO THE FINANCE COMMITTEE, if necessary)

  1. To review 9 months finances to end December 2017
    Paper work had been circulated to all councillors prior to the meeting.

    Dealt with at earlier agenda item.

  2. To agree the proposed cemetery prices increase to begin April 2018

  3. To agree the proposed allotment rent prices to begin March 2019 (as a result of the rent increase from Thoresby Estates)

  4. To agree the 2018/19 precept

17/122 CHEQUES/INVOICES FOR APPROVAL

DATE PAYEE DESCRIPTION AMOUNT inc VAT
13.11.2017 Trade UK Account Plants & Materials £104.96
13.11.2017 Konica Minolta Copier Charges £100.37
14.11.2017 VHMC Gas Charges to 14.11.2017 £34.54
17.11.2017 JKE Web Design Village Newsletter Design £550.00
21.11.2017 Location Audio Marquee & PA System for Christmas Event £575.00
21.11.2017 M Godber Christmas Event Fee – Punch & Judy £180.00
21.11.2017 Pet’s Paradise Selection Boxes for Christmas Event £180.00
21.11.2017 Sherwood Forest Brass Christmas Event Fee £80.00
21.11.2017 Gavin Kenning Engineering Ltd Stall Hire for Christmas Event £469.20
21.11.2017 Ultimate Print Village Newsletter Printing £955.00
21.11.2017 The Dukeries Singers Christmas Event Fee £80.00
22.11.2017 Major Oak Pop Choir Christmas Event Fee £100.00
22.11.2017 Blidworth Welfare Band Christmas Event Fee £50.00
22.11.2017 Marvellous Memories Christmas Event Banners £88.80
22.11.2017 D A Williams Electrical Testing & Inspection of Christmas Lights & Infrastructure £252.00
24.11.2017 Bunzl Cleaning Supplies £154.79
27.11.2017 Water Plus Public Convenience Water Charges £50.91
28.11.2017 Cash Petty Cash £191.55
November Staff Salaries £4,882.45
01.12.2017 A Buckingham Grave Digging £750.00
01.12.2017 NSDC 2 x Litter Bins £240.00
01.12.2017 A Busby Newsletter Delivery £200.00
05.12.2017 HMRC PAYE/NIC Month 8 £1,114.33
05.12.2017 NCC Staff Pensions Month 8 £1,621.99
12.12.2017 NCC Staff Pensions Month 9 £1,666.77
12.12.2017 HMRC PAYE/NIC Month 9 £1,154.34
05.12.2017 Thoresby Estate Backdated Ollerton Road Allotment Rent (Mar 2010 – Mar 2018 inc) £559.30
06.12.2017 Foys Solicitors Professional Charges £72.00
08.12.2017 Konica Minolta Copier Charges £100.37
14.12.2017 VHMC Electricity Charges to 14.12.17 £90.94
18.12.2017 Custom Stamps Online Stamps £96.77
18.12.2017 The National Allotment Society (inv) Membership Renewal £66.00
December Staff Salaries £6,492.04
05.01.2018 A Buckingham Grave Digging £250.00
05.01.2018 Cash Petty Cash £74.50
08.01.2018 E.on (inv) Car Park Lighting Electricity Charges £656.98
09.01.2018 Viking Stationery £43.15
08.01.2018 NALC Annual Membership £764.98
11.01.2018 County Supplies Litter Pickers x 3 £67.32
11.01.2018 County Supplies Litter Bins x 2 £129.60

Cheques were approved and signed by the Chair.

17/123 GRANT APPLICATIONS

None.

17/124 REPORTS FROM COUNTY AND DISTRICT COUNCILLORS
(VERBAL REPORT AT MEETING; COPY OF REPORT TO CLERK)

County Council

Already given.

District Council

There is a new 60 bed extra care unit in Newark – referrals come from NCC and N&SDC.

N&SDC are also looking at having one at Ollerton.

D/Cllr Peacock is pressing for improvements to the Craft Centre and the old toilet block on Forest Corner. The decision will be made at the next Economic Development meeting.

17/125 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

A resident reported there are no garages on the Rufford Pastures development, only car ports.

A resident said that as the village is increasing in size, this will mean the cemetery is used more and therefore the prices should remain the same.

A resident reported that fracking is already taking place in surrounding villages.

Ended - 2037hrs

17/126 PLANNING

PLANNING – OTHER (APPLICATION FOR TREE WORKS – TREES SUBJECT TO A TREE PRESERVATION ORDER AND/OR IN CONSERVATION AREAS)

1. Application No: 17/02154/TWCA
Site Address:The Vicarage, 5 West Lane, Edwinstowe
DECISION: No objection

17/127 DATE OF NEXT MEETING: Tuesday 13th February 2018 at 7.30 pm

Meeting closed 2038hrs

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