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Extraordinary Meeting Minutes August 2018

Draft Minutes of the Extraordinary Meeting of the Council held on Thursday 9 August 2018 at 7pm in the Council Chamber, Village Hall, Edwinstowe.

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

Apologies: Cllr Benson – ill, Cllr Brown – work, Cllr Peacock – holiday, Cllr Starbrook - prior

18/060 WELCOME BY CHAIRMAN INCLUDING ANY ANNOUNCEMENTS

The Chair opened the meeting and read the following: -

‘Welcome to this Extraordinary Parish Council Meeting. It has been called by Cllrs Brown and McLaughlin and there will be a single issue on the agenda. I shall give you more detail of that issue as we reach that part of the agenda. Statutorily we have a small number of other items listed.

I also want to take this opportunity to remind all Councillors to be aware of your responsibilities as a Councillor. Please respect fellow councillors and staff and remember that decisions made by the Parish Council are democratically made and must be respected by all Councillors, however they voted.

18/061 RECEIVE ANY APOLOGIES AND REASONS FOR ABSENCE

Reasons were approved unanimously.

18/062 DISCLOSURES OF INTERESTS BY MEMBERS (AND EMPLOYEES) IN ITEMS ON THE AGENDA

Cllr McLaughlin – 18/065, non-pecuniary interest.

18/063 TO APPROVE THE MINUTES OF THE ORDINARY AND ANNUAL GENERAL MEETING OF THE COUNCIL HELD
ON 18th JULY 2018

The Chair read the following to the meeting: -

‘If any Councillor has a problem with the minutes of a meeting they should raise it before the meeting with the Clerk if possible and certainly before the acceptance of the minutes. Once Council has accepted the minutes as a true and correct record they cannot be altered.

An amendment to the July minutes has been requested by Cllr Brown. After a discussion it was agreed to alter minute reference 18/048 to: -

Cllr Brown handed a petition from a trader on behalf of the traders of Edwinstowe for the installation of CCTV on the High Street after recent incidents on the High Street.

Approved by those who had been present at the July meeting.

The minutes were approved, with the alteration and signed by the Chair.

18/064 MOTION PROPOSED BY CLLR BROWN; SECONED BY CLLR MCLAUGHLIN

The Chair read the following to the meeting: -

‘Because I have been misquoted, I have prepared my introduction to this agenda item.

A motion has been proposed by Cllr Michael Brown, who cannot be here, and seconded by Cllr McLaughlin with regard to the siting of a memorial, commemorating the end of WW1, in the War Memorial Garden.

This was discussed at the June meeting and generally approved of however there were two outstanding issues. Clarity over the size of the memorial and its positioning were needed.

Nominated Councillors were delegated along with the Clerk and David Stocken to hold a site visit with a representative of the British Legion to clarify the afore-mentioned issues. This has been done.

Apparently because of time restraints for the making of the memorial, the proposer felt a decision could not wait until the September meeting.

Any delay in decision making is not of the Parish Council’s doing. The timetable of discussions was as follows:-

March 14th the Parish Council wrote to the British Legion and a reply was not received until 29th May. The issue was discussed at the meeting in June – the first meeting following receipt of the letter. Thereafter holidays and illnesses and the need to clarify issues take us to this point.’

Motion proposed by Cllr McLaughlin; seconded by Cllr J Peck.

‘That Edwinstowe Parish Council again supports the installation of a memorial for the centenary of the end of World War 1, which the residents of Edwinstowe have funded and with the support of the Royal British Legion that it is placed within the memorial/war memorial garden.’

Cllr McLaughlin confirmed that Cllr Brown would not defer the motion to the September meeting.

Cllr K Peck stressed that the Parish Council did support the proposal at the June meeting but needed some points clarifying which have now been done. The Parish Council is very happy to support the project.

Cllr Troop was surprised that no mention had been made at the site meeting the previous week that it was no longer possible to complete the project within the timescale. Cllr Brown had stated that the project would take 12 weeks to complete, so would be by Remembrance Sunday. Are there any other options?

Cllr J Peck stated that the motion says ‘again’ so that shows we have supported the project already.

The size of the memorial was still unclear. It was unanimously agreed to email to RBL for confirmation.

Vote – proposed by Cllr McLaughlin (in the absence of Cllr Brown), seconded by Cllr J Peck Approved unanimously

Cllr K Peck suggested the RBL apply to the Parish Council for a donation towards the project.

Cllr J Peck suggested the RBL apply to him for a donation from his NCC Divisional fund.

18/065 DATE OF NEXT MEETING: 11th September 2018

Meeting closed 1925hrs

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