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Meeting Minutes January 2015

Draft Minutes of the Ordinary Meeting of the Council held on Thursday 8 January 2015 at 7.00pm in the Council Chamber, Village Hall, Edwinstowe

Present: Cllrs George, Ayre, Benson, Tattersall, Cocking, Brooks, K Peck, J Peck

Apologies: Cllrs Starbrook, Boughey - illness, Cllr Freeman - family commitments

14/115 WELCOME BY CHAIRMAN INCLUDING ANY ANNOUNCEMENTS

The Chair opened the meeting and welcomed all present. A consultation regarding the N&SDC Draft Statement for Community Involvement - consultation period ends 17th February 2015. Link on website and in noticeboard

The Chair asked if anyone would be recording the meeting. One member of the public indicated that they would be video recording. The Chair confirmed the Parish Council would be voice recording the meeting.

14/116 RECEIVE ANY APOLOGIES AND REASONS FOR ABSENCE

Apologies were received and approved unanimously.

14/117 DISCLOSURES OF INTERESTS BY MEMBERS (AND EMPLOYEES) IN ITEMS ON THE AGENDA

None.

14/118 TO APPROVE THE MINUTES OF THE ORDINARY MEETING OF THE COUNCIL HELD
ON 13th November 2014

Approved unanimously.

14/119 MATTERS ARISING FROM PREVIOUS MEETINGS

  1. High Street Planters
    Three planters have been ordered these will be paid for from money already set aside for High Street upgrading.

  2. Fourth Avenue
    The draft lease is now with our solicitors. When all approved, the Parish Council will build a new and improved play area and give security of tenure to the Bowls Club.

14/120 TO RECEIVE QUESTIONS AND PETITIONS FROM MEMBERS OF THE PUBLIC (20 MINUTES)

Commenced 1905hrs

A resident asked the Parish Council to listen to the recording of the October meeting reference to the council being an unlimited company. The resident's view was the minutes bore no resemblance to what actually happened. Council to look into it

Phil Jones from the British Legion reported on the success of last year's Remembrance Day Parade. There were 330 people in Church with hundreds more at the Cenotaph and along the Avenues. Edwinstowe is an excellent example of community involvement on Remembrance Sunday. He asked if he could express his thanks to Alice for all her support and invaluable advice. In 2013 Edwinstowe raised £3,200 and £6,400 in 2014 during the poppy appeal.

Edwinstowe Branch has not yet been formally established as a group but has now been recognised by Nottinghamshire to have its own branch.

Ended 1910hrs

14/121 TO RECEIVE QUESTIONS FROM COUNCILLORS (20 MINUTES)

Commenced 1910hrs

Cllr Tattersall has been asked by a resident to provide some signs for the cemetery asking people not to walk across graves. The resident is happy to contribute to the cost. Agreed to pass to Cemetery Working Group for decision.

Cllr Tattersall read an email from NALC concerning the Parish Council's obligation to provide a cemetery once Forest Cemetery is full up.

"...despite having the power to provide and maintain cemeteries there is no duty to make provision, so even though you have provided this service in the past once your cemetery is full there would be no legal compulsion to extend that provision."

Cllr George reported the ongoing issue of vehicles parking on and around Robin Hood Avenue. Take to next Safer neighbourhood Group

Cllr George reported the poor condition of the High Street Clerk to report

Cllr Cocking expressed the need to be proactive with looking at the possibility of extending the cemetery.

Ended 1915hrs

14/122 TO RECEIVE AND CONSIDER REPORTS AND MINUTES OF ANY COMMITTEE, WORKING GROUP OR SUB-COMMITTEE

Available from Parish Council Office.

  1. Patient Participation Group
    This group will not normally be on the agenda however, there may be instances when there is a need to inform the council.

  2. Allotment Working Group
    Cllr Ayre read the following to the meeting.

    Since the last Parish Council Meeting the working group has taken the following actions:

    Written to every allotment holder enclosing the draft proposals for the letting of allotments. This was a consultation exercise and comments on the draft proposals were invited.

    Written to every allotment holder to ask for confirmation that their plots would be required by them for the year beginning March 1st 2015.

    The last rents paid in 2014 were due on March 1st as stated in the rules of the previous administrators of the allotment site.

    For clarity, the working group is recommending to the Parish Council that, although it has been previously agreed that rents be collected in future on Lady Day, March 25th, current tenancies will be help until March 1st.

    Three people have not replied to our request for confirmation that they wish to continue renting a plot. A follow-up letter was sent and there has been no response to that letter either. It is therefore recommended that a further letter be sent to the three people saying that their plots will be offered to someone from the waiting list and they should remove any property before March 1st when their tenancy ends.

    The comments received from the consultation have been discussed by the working group.

    Comments were received from 5 people and some slight adjustments have been made.

    The final document will be brought to the February meeting of the Parish Council for adoption if the Parish Council approves it.

    It was felt by the working group that the Boy lane allotment holders will need a slightly amended agreement to take account of different circumstances at Boy Lane. An obvious detail concerns water supply.

    An issue with regard to rent was raised. In effect the only increase in the amount most allotment holders pay will be for water. The charges will be explained in a letter to allotment holders. The rent will include an administration charge which will cover postage, delivery of notices locally, paper, membership of the National Allotment Association and, a new noticeboard.

    The allotment site is also included in the Parish Council's insurance cover, the details of which we will clarify before new agreement for renting are signed.

    Questions about the use of water on the site were raised and it was felt that initially this has to be a matter of trust. We hope that responsible allotment holders will respect the agreement not to use hoses other than to fill water butts. If there are reports of the misuse of water this will be reviewed by the next Parish Council.

    Severn Trent gave the Parish Council permission to turn off the water supply over the winter months. Unfortunately some very irresponsible person has got hold of a water 'key' and has twice turned the water back on after the Fire Service turned it off for us. It is now on again.

    We are writing to Severn Trent to see if a lock of some sort can be fitted to prevent this happening.

    It is sad that someone thinks that turning off a water supply to conserve supplies and costs for allotment holders is entertaining. It isn't and if anyone here can cast a light on the issue we would be very grateful.

    We are hoping to start contacting people on the waiting list soon. We think there are 10 or 11 two quarter plots for rent and we want to allocate these before the growing season.

    Unfortunately the previous administration has not issued us with any contact details so, although we have a list of names, we do not have any idea of how to get in touch with them. The secretary of the Allotment Association has been asked for details but has not been forthcoming.

    The allotment working group are asking the full Parish Council to delegate the power to allocate plots for rent until such time as an allotment committee take over the administration of the site at some future date.

    This to be decided by the next Parish Council. Could we please have your approval for this?

    The Parish Council unanimously approved all recommendations.

    We sent out 65 letters asking whether allotment holders wished to continue renting their plots after 1st March 2015. It was agreed unanimously to write to the three allotment holders who have still not responded to the letters giving them a final chance to state they still want their plots. There is still one plot holder that we have no details for who took over a vacant plot in October. If anyone knows who this is, please let the Clerk know.

    It was agreed unanimously for the Cemetery Working Group to administer the waiting list.

    The completed tenancy agreement will be brought to the February meeting for approval.

    The water situation is extremely annoying - the fire service helped with turning the supply off, so they would be aware of how to turn it on again if necessary. The supply has since been turned on again on two occasions which is costing allotment holders money.

  3. Safer Neighbourhood Meeting
    The next meeting is on 20th January at 6.00pm at Abbey Road Centre. There were two issues from the last meeting which were, parking around the village and various motoring expenses.

  4. Citizen Advice Bureau
    Cllr Brooks is no longer a trustee for the Citizen's Advice Bureau due to restructuring of the service. Information will still be received.

14/123 AGENDA

  1. Worksop Incinerator
    We have received a letter concerning the proposed incinerator in Worksop. This issue has not come to planning yet but as we are within 10 miles of the proposed site we will be asked.

  2. Car Parks
    Documentation has now been signed and we should receive the leases over the next couple of weeks. The new signs are in progress and we aim to have a further five spaces marked out. Taking over the car parks is good news for the village as this Parish Council promises to keep them free. We have safeguarded the car parks against N&SDC charging in the future.

    This Parish Council has taken over facilities in the village to protect them for residents in the future.

  3. Jubilee Park - update
    The Parish Council are working in partnership with Sherwood Forest Trust on improving Jubilee Park and will be planting 20 trees on the bottom right hand side. The trees will be 1-2 years old and approximately six foot tall. Sherwood Forest Trust will pay for the trees and the stakes, the Parish Council will pay the cost of planting the trees - approximately £250 which will be paid out of Jubilee Park funds. Approved unanimously

    The play equipment for the trim trail and play area have now been ordered, the small climbing frame, see saw and bouncy animal will be moved to Henton Road w/c 19th January 2015. Clerk to order two picnic benches - unanimous

    The results of Nominations of Community Assets have been received. Both Jubilee Park and Ollerton Road allotment site have been accepted as assets of community value. The Old Methodist Chapel was refused.

  4. Traffic Calming - Mill Lane
    Cllr J Peck met with the Highways Officer to discuss traffic calming on Mill Lane. The Officer has offered a temporary speed sign but that will only be installed for three months. Highways are aware of the problems but do not think anything will be done in the short term.

  5. Solar Farm Public Meeting
    The Parish Council has been approached by a company called Anesco that is looking into the possibility of installing a solar farm on the road to Ollerton near to the sewerage works. The representative would like to come and speak to residents to answer any queries. After a discussion it was agreed for councillors to meet informally with Anesco first to gain more information and then to hold a public meeting.

14/124 Correspondence(COPIES ARE AVAILABLE TO VIEW IN COUNCIL CHAMBERS)

NAME DESCRIPTION COMMENTS
Notts County Council - Media Release Bilsthorpe Energy Centre Plan Link on website. Cllr J Peck has spoken against this at Planning Committee Meeting. It will affect Edwinstowe due to its position and size. This is an experimental type of incinerator which has been banned in some parts of Europe. It will be in the centre of the new regional park (due to be launched in July 2015). The Secretary of State has called this application in.

Cllr Tattersall stated we need to look at options for waste disposal and the incinerator could provide jobs in the locality.
Newark & Sherwood District Council Flood Grant Schemes Not sure if applicable to residents in Edwinstowe. Link on website

14/125 ANY APPOINTMENTS TO COMMITTEES, WORKING GROUPS OR
SUB-COMMITTEES OR OTHER BODIES

None.

14/126 FINANCIAL MATTERS (TO BE REFERRED TO THE FINANCE COMMITTEE, if necessary)

  1. Approval of 2015.16 Precept
    The Councillors unanimously agreed to a 0% increase for the 2015.16 precept. Thanks was expressed to the Clerk for her hard work.

  2. Cost of Christmas 2014
    The budget for the 2014 Christmas event was £4,795, expenditure was £3,585.13 - considerably under budget. The Parish Council has consistently reduced the Christmas budget over the last four years and each year has been better than ever especially this year with Bargain Booze and Church Workshops both celebrating on the night. Thanks were expressed to the Clerk and the Events Committee.

    Formal thanks to Forest Holidays and Dukeries Lions for providing this year's Santa's Grotto. Clerk to send letter

14/127 CHEQUES/INVOICES FOR APPROVAL

Approved and signed by Chair.

DATE PAYEE DESCRIPTION AMOUNT inc VAT
07.11.14 DA Williams Electrical Work - Office £221.00
07.11.14 N&SDC Parish Poll Charge £1,543.28
07.11.14 Bunzl Cleaning Supplies £113.02
10.11.14 Evolution Creative Magazine Design/Print £2,165.00
13.11.14 Festive Lights Tree Lights £198.76
13.11.14 pHs Group Sanitary Disposal £646.25
14.11.14 Town & Country Grass Cutting £522.00
17.11.14 B&Q Plants/Materials £105.96
26.11.14 Heather Meynell Magazine Delivery £200.00
26.11.14 Cash Petty Cash £197.44
26.11.14 Location Audio Christmas Expenses £575.00
28.11.14 Melvyn Godber Christmas Expenses £150.00
30.11.14 PPE Work Solutions Work Gloves £11.50
01.12.14 Village Hall Mgt Committee Gas Charges to 01.12.14 £136.39
02.12.14 Evolution Creative Remembrance Day Booklet £50.00
02.12.14 DA Williams Infrastructure to Lampposts £510.00
03.12.14 Viking Stationery £41.05
03.12.14 Joker Entertainment Christmas Expenses £480.00
04.12.14 Bunzl Cleaning Supplies £124.74
09.12.14 Sherwood Forest Brass Christmas Event £80.00
15.12.14 NSALG Ltd Annual Membership £66.00
16.12.14 Marvellous Memories Banners/Flyers for Christmas £144.00
16.12.14 Cash Petty Cash £131.31

Cheques approved unanimously.

14/128 GRANT APPLICATIONS

None.

14/129 REPORTS FROM COUNTY AND DISTRICT COUNCILLORS
(VERBAL REPORT AT MEETING; COPY OF REPORT TO CLERK)

District Council Report

There are two extra planning meetings in January to cope with the volume of planning applications that are being received.

The District Council is continuing to look at the budget and are still hopeful to set a 0% increase but this is not yet finalised.

There were concerns from residents about the missed bin emptying due to the adverse weather but thankfully this has now been completed.

County Council Report

The increased waiting time on the High Street has been passed by NCC but still needs to go through the statutory process which can take time.

The budget consultation ends on 4th February.

The footpath on Mansfield Road near to the nursing home has now been completed and the lights are working.

C/Cllr Peck continues to report potholes and faulty lights around the village especially on Newbery Close.

The patching work on Mansfield Road is now complete.

The High Street is on the reserve list for 2015/6 for resurfacing. C/Cllr Peck has requested this work be brought forward and has supported by letter.

Visitor Centre is ongoing, there should be an announcement fairly soon.

Extension to the Robin Hood Line - the petition is going well. C/Cllr Peck regularly meets at NCC with the Chair of the Committee. The second phase of the feasibility study will take place in the near future.

C/Cllr Peck has issued a grant and offered support to a local group.

14/130 PLANNING MATTERS

PLANNING APPLICATIONS

1. Application No: 14/02120/FUL
Applicant: Mr & Mrs Smtih
Proposal: Householder application for single storey side/rear extension & new boundary fence
Site Address: 2 Manvers Crescent, Edwinstowe, Notts
EPC DECISION: Approved

2. Application No: 14/02137/FUL
Applicant: Mr Gordon
Proposal: Householder application for two storey front extension and garage extension
Site Address: Hazel Grove Barn, Mill Lane, Edwinstowe, Notts
EPC DECISION: Approved

3. Application No: 14/02174/FUL
Applicant: Mr & Mrs Dickinson
Proposal: Householder application for detached garage
Site Address: 21 Mansfield Road, Edwinstowe, Notts
EPC DECISION: Approved

PLANNING DECISIONS

1. Application No: 14/01430/FUL
Applicant: Mr Birkett - Thoresby Sporting Trust
Proposal: Single storey extension to existing sports pavilion
Site Address: Pavilion, Thoresby Sports Field, Fourth Avenue, Edwinstowe, Notts
EPC DECISION: Permitted

2. Application No: 14/01914/FUL
Applicant: Mr Share
Proposal: Householder application for 2 storey rear extension and the construction of a dormer window to the front elevation
Site Address: 12 Rufford Road, Edwinstowe, Notts
EPC DECISION: Permitted

3. Application No: 14/01938/FUL
Applicant: Mr Drury
Proposal: Householder application for erection of single storey extension and erection of two storey side extension above and to rear of existing single storey garage area
Site Address: 21 Paddock Close, Edwinstowe, Notts
EPC DECISION: Permitted

OTHER PLANNING MATTERS - APPLICATION FOR TREE WORKS

1. Application No: 14/01865/TPO
Proposal: Works to be undertaken to trees protected by TPO N110
Site Address: Lidgett House, 18 Rufford Road, Edwinstowe, Notts

2. Application No: 14/01959/TWCA
Proposal: Application for works to trees subject to a TPO and/or notification of proposed works to trees in conservation areas
Site Address: St Mary’s Church of England Primary, Paddock Close, Edwinstowe, Notts

OTHER PLANNING MATTERS - ADDITIONAL INFORMATION

1. Application No: 14/01596/OUTM
Applicant: Mr Bowring
Proposal: Erection of up to 72 dwellings, with associated public open space and infrastructure
Site Address: Land at Rufford Road, Edwinstowe, Notts

2. Application No: 14/01909/FUL
Applicant: Mr Green
Proposal: Retain isolation stable/field shelter
Site Address: Land rear of Mill Lane, Edwinstowe, Notts

3. Application No: 14/01705/FUL
Applicant: Mr Dunthorne
Proposal: Erection of ground mount solar PV panel array including extension to pump building to house the solar inverters, erection of security fencing and erection of CCTV cameras
Site Address: Field Reference Number 9176, Retford Road, Boughton, Notts

14/131 DATE OF NEXT MEETING: Thursday 12 February 2015

Meeting closed at 2030hrs

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