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Meeting Minutes April 2018

Draft Minutes of the Ordinary Meeting of the Council held on Tuesday 17 April 2018 at 7.00pm in the Council Chamber, Village Hall, Edwinstowe.

Present: Cllrs Ayre, Brooks, J Peck, K Peck, Starbrook, Tattersall, Troop

Apologies: Cllrs Benson and Peacock – ill health, Cllr Brown – work, Cllr McLaughlin – no apologies

17/162 WELCOME BY CHAIRMAN INCLUDING ANY ANNOUNCEMENTS

The Chair opened the meeting, welcomed all present and asked if anyone was recording – nobody indicated.

The Chair read the following statement: -

Some people here are not regular attendees. May I remind you that this is a meeting open to the public, it is not a public meeting.
There is a public participation section, the rules of which are clearly printed on our website and on the chairs tonight. Only registered voters of Edwinstowe will be allowed to ask questions or make comments. Each speaker has one minute to raise an issue.
Unless I, as Chair, decide otherwise, questions will not be answered tonight but by letter or similar at a later time.

17/163 RECEIVE ANY APOLOGIES AND REASONS FOR ABSENCE

Reasons were approved unanimously.

17/164 DISCLOSURES OF INTERESTS BY MEMBERS (AND EMPLOYEES) IN ITEMS ON THE AGENDA

None.

17/165 TO APPROVE THE MINUTES OF THE ORDINARY MEETING OF THE COUNCIL HELD
ON 13th MARCH 2018

Minutes were approved unanimously and signed by the Chair.

17/166 MATTERS ARISING FROM PREVIOUS MEETINGS

Cllr K Peck will chase up the additional information concerning the speeding vehicles and school buses on Sixth Avenue.

17/167 TO RECEIVE QUESTIONS FROM COUNCILLORS (10 MINUTES)

Commenced 1902hrs

Cllr Ayre has received concerns from older residents about the action being taken by a small minority of people visiting the cemetery. They were not aware of any problems until the articles have appeared in the Chad. They are happy with the rules.

Cllr Ayre has also been told about two residents who, on separate occasions this week, have approached a staff member stating they were happy with the cemetery rules and wish it would all stop.

Ended 1905hrs

17/168 TO RECEIVE AND CONSIDER REPORTS AND MINUTES OF ANY COMMITTEE, WORKING GROUP OR SUB-COMMITTEE

  1. Cemetery
    The cemetery sub-committee met on 27th March. The minutes have been circulated and were approved unanimously by those in attendance.

    Two proposals need to be considered by the full council. The first is in regard to a memorial vase and the second with regard to memorial plaques.

    There was also a meeting between Mark Spencer and Parish Councillors where all issues were discussed.

    A proposal was made that a memorial vase could be put where the headstone would be on plot 312 which is next in line with two plots where relatives are already interred.

    It was also proposed that once the reserved plot is used to inter ashes, the memorial vase be removed and an appropriate headstone be placed in that position. Vote 7 for/1 abstention

    Proposal two with regard to plaques. It is proposed that if desired a metal hoop be soldered/fixed to the back of the plaque stem to hold a spiked vase. This must allow for strimming underneath. Any other designs must be submitted to the Cemetery Sub Committee and will be considered individually. Decisions made will be final. Vote – unanimous

    The Chair made the following statement: -

    I wish to make a comment about our workers, particularly in regard to cemetery issues.

    All workers involved, both in the office and at the cemetery, are carrying out the wishes and decisions of this Parish Council.

    Decisions made by the Parish Council cannot be challenged. Only the process that is followed to arrive at those decisions can be challenged. This Parish Council follows due process at all times.

    Threats have been made on Facebook against our cemetery worker and councillors. These have been catalogued and reported to the police. Those responsible should be aware that anything published on Facebook is in the public domain and will be treated accordingly. I have been made aware of comments made today on Facebook about a conversation our Clerk had earlier today with a complainant. I overheard the Clerk’s side of that conversation. The report, as written, bears no resemblance to what was actually said by the Clerk.

    It should also be borne in mind that the very few people conducting their arguments in this way are outnumbered by the number of positive comments we have received from Edwinstowe residents directly to our workers and councillors.

    As a Parish Council we are answerable to the residents of Edwinstowe. They will decide at the next election if our actions meet with general approval.

    Those who choose our cemetery as the final resting place for their loved ones know our rules for cemetery maintenance from the time plots are reserved. People reserving plots are paying for the right of burial within the plot. They are not buying the land, that remains the property of the Parish Council.

    People choosing our cemetery make that choice with full knowledge of the rules which apply. Expecting to challenge those rules is not realistic or acceptable. They are free to choose other cemeteries where possibly different rules are applied.

    I, as Parish Council Chair, repeatedly invited our MP, Mark Spencer, to meet with us as a Parish Council. He finally met us last Friday, April 6th. He is now fully in the picture about the situation.

    Finally, the cemetery, and how it is run, is entirely a matter for the Parish Council. There is no higher authority with influence over it. Whilst others, such as our MP, can voice opinions, the responsibility is solely that of the Parish Council.

    Concern was expressed that there had been a long discussion at the last meeting about complaints that had been received. Following this, concessions were made leading to adjustments to the rules. Edwinstowe Parish Council rules are no different to those in many cemeteries all over the country.

    Mark Spencer was asked on several occasions during the meeting what he wanted the Parish Council to do, over and above what was already being done. He did not make a single suggestion.

    Many of the residents who are happy with the cemetery rules, have not contacted the Parish Council. The groundsman takes great care, is very diligent and does an excellent job.

    The rules are there to ensure the cemetery remains beautiful especially because of the number of graves that are there.

    There is no restriction to what can be placed on the headstone/plinth as long as grounds maintenance is not impaired.

    Mark Spencer was asked several times to inform the people he is representing that threats to staff and their safety is unacceptable. From Facebook posts today, it does not appear that he has done so.

    All threats made on Facebook will be reported to the police.

    Cllr Tattersall resigned as Chair of the Cemetery Sub-Committee – noted

    The Parish Council has collective responsibility for all decisions including those concerning the cemetery

  2. Allotment
    Edwinstowe Allotment & Garden Association have signed the lease for the shed, paid the rent and sent proof of insurance. – Noted
    1. Letter from Thoresby Estates re extension
      The Chair requested to include agenda item 17/169 (iii) – agreed

      Thoresby Estates would like to discuss extending the Forest Cemetery and the possibility of land becoming available for additional allotments at the Royal Oak Court site.

      RESOLVED: - Clerk to arrange meeting to include all Councillors.

17/169 AGENDA

  1. Automatic Email Acknowledgement
    When we emailed Mark Spencer we received an automated response. If we did something similar, people would at least know their emails had been received.

    RESOLVED: - To produce an automated reply to emails

  2. Parish Council Lawnmowers
    Refer to Finance Committee

    RESOLVED: - Clerk to arrange meeting

  3. Forest Cemetery Extension
    Dealt with at 17/168 (ii)

  4. Litter Bin – Ollerton Road
    This has been removed twice and then replaced as it had been dumped nearby. On the last occasion, it was destroyed by fire. The police are aware and have confirmed who is responsible. The Chair requested permission to write a letter asking for the cost of the replacement bin.

    RESOLVED: - More detail was requested so item moved to confidential.

17/170 Correspondence(COPIES ARE AVAILABLE TO VIEW IN COUNCIL CHAMBERS)

  1. Notts Enabling Service – Volunteering Opportunities
    The Promoting Independence Worker has a young man from Ollerton who has just finished a horticulture course at college and would like to volunteer for 3-5 days per week. After a discussion, it was agreed that more information was required.

    RESOLVED: - Clerk to request further information

  2. Dukeries Singers – Edwinstowe News Thank you
    Noted

  3. Resident – Edwinstowe News Thank you
    Noted

    RESOLVED: - Clerk to arrange meeting with Magazine Designer

  4. Pierrepont Estates – Notification of increase to River Maun Land Licence (from £50 to £65)
    RESOLVED: - It was agreed to accept the increase.

  5. Resident request to refurbish Edwinstowe Round Sign at bottom of Birkland Drive
    Various options were discussed including cleaning and refurbishing the existing sign, replacing with the same or replacing with the cast iron signs at the entrances to the village (similar to those in other villages). Grants would need to be obtained.

    RESOLVED: - To ask Amenity Supervisor to look at the sign to see whether the existing sign can be repaired/renovated. Inform resident of plans

  6. King Edwin Primary School – Section 106 Money
    1948hrs – Standing Orders suspended to allow Head to summarise his email – agreed.

    1951hrs – Standing Orders reinstated.

    C/Cllr Peck passed his contact details as this is a County Council matter.

17/171 ANY APPOINTMENTS TO COMMITTEES, WORKING GROUPS OR
SUB-COMMITTEES OR OTHER BODIES

None.

17/172 FINANCIAL MATTERS (TO BE REFERRED TO THE FINANCE COMMITTEE, if necessary)

The pay increases have now been agreed. The Chair would like to organise a joint Personnel and Finance Meeting to discuss the future implementation of the increases.

RESOLVED: - Clerk to arrange meeting

17/173 CHEQUES/INVOICES FOR APPROVAL

DATE PAYEE DESCRIPTION AMOUNT inc VAT
March Staff Salaries £4,936.32
07.03.2018 NSDC (inv) Refuse Collection – Forest Cemetery £588.64
15.03.2018 NSDC (inv) Dog Bin Emptying £346.32
21.03.2018 Viking (inv) Stationery £45.79
23.03.2018 NCC Month 12 Pension £1,631.40
19.03.2018 HMRC Month 12 PAYE/NIC £1,119.01
22.03.2018 HMRC Month 12 PAYE/NIC £16.90
25.03.2018 Thoresby Estates (inv) Ollerton Road Allotment Rent £445.48
26.03.2018 CISWO (inv) Playground Rent £81.84
27.03.2018 Cash Petty Cash £68.86
27.03.2018 Village Hall Mgt Cttee Electric Charges to 26.03 £61.23
27.03.2018 EOn Christmas Lights Electric £31.44
27.03.2018 Ultimate Print Newsletter Printing £955.00
27.03.2018 Sherwood Forest Trust Ground Clearance Thoresby Memorial Site £1,180.00
29.03.2018 Bunzl (inv) Cleaning Supplies £174.97
06.04.2018 DVLA (inv) Van Tax £240.00
06.04.2018 A Buckingham Grave Digging £250.00
09.04.2018 Eon (inv) Car Park Lighting £642.70
11.04.2018 Nottinghamshire County Supplies Brush Heads £43.56
12.04.2018 JKE Web Design (inv) Enhanced Website Care Package £350.00

The replacement bulbs and works to the car park lighting were discussed. The trial light head is being fitted this week to check coverage etc.

Cheques approved and signed by the Chair

17/174 GRANT APPLICATIONS

  1. Thoresby Colliery Cricket Club – £250 for junior cricket equipment
    £200
  2. Edwinstowe Village Hall Management Committee – £250 towards refurbishments
    £200
  3. Mansfield District Scouts – Contribution towards Edwinstowe Resident to attend World Scout Jamboree 2019
    £100
  4. Citizens Advice Sherwood & Newark – £500 towards the continuation of service
    £250
  5. King Edwin Primary School – Contribution towards DARE programme
    £250

RESOLVED: - Clerk to write cheques

17/175 REPORTS FROM COUNTY AND DISTRICT COUNCILLORS
(VERBAL REPORT AT MEETING; COPY OF REPORT TO CLERK)

District Council

D/Cllr Brooks has been dealing with planning and housing matters.
She has attended a Data Protection Course on the changes being introduced in May. There is an information leaflet available in the Parish Council Office.

RESOLVED: - Clerk to scan and circulate the leaflet

County Council

C/Cllr Peck has been dealing with individual cases.
Various potholes have been reported including the large one at the junction Merryweather Close and Abbey Road, potholes on Mansfield Road and Fourth Avenue. Merryweather Close needs resurfacing and C/Cllr Peck will continue to request it however, it will not be this year as the works have already been agreed.

The resurfacing of Church Street will continue to be requested.

17/176 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

Commenced - 2019hrs

The Chair reminded members of the public that only registered electors in Edwinstowe can speak; there will be no discussion.

A resident asked whether the thefts from the cemetery will be looked into. The Parish Council will look into the matter and respond to the resident.

17/177 PLANNING

PLANNING DECISIONS

1. Application No: 18/00222/FUL
Applicant: Mr Cuthbert
Proposal: Resubmission of 17/00535/FUL: conversion of the Manvers Arms Public House (class A4) to a convenience store (class A1). Convert the existing 3 bed flat at first floor level to two 2-bed flats
Address: Manvers Arms Public House, Mansfield Road, Edwinstowe, Notts
DECISION: Refused

2. Application No: 18/00524/FUL
Applicant: Mr Conway
Proposal: Application to vary condition 1 of planning permission 13/00079/FUL to allow continued use of the roadway and parking
Address: Field reference off 4630 Boy Lane, Edwinstowe, Notts
DECISION: Permitted

17/178 DATE OF NEXT MEETING: Wednesday 16th May 2018 including AGM – noted

Annual Parish Meeting: Wednesday 25th April 2018 at 6.00 pm – noted

The Annual Parish Meeting is not a Parish Council meeting and the format is different. It is a meeting for registered electors from Edwinstowe. We have three guest speakers:

  • Ross Frazer (RSPB) about the New Visitor Centre
  • Pauline Meechan (FrackFree Edwinstowe and Sherwood Forest)
  • Wendy Morton (Sherwood Forest Education Partnership)

Meeting closed 2025hrs

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