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Minute Council Meeting 14th February 2024

Please note that minutes remain in draft format until approved at the next meeting .

Councillors I Shaw, R Butler, K Chewings, S Ellis, S Gardner, L Healy, S Mitchell, N Monday, D Stothard, M Woodward

Apologies Received:
Councillors C Jeffreys, M Myles A Simpson (Late Emergency Apology received)

Councillor S Denham

Julie Stephenson (Town Clerk)

The meeting was held at Cotgrave Methodist Church and commenced at 7pm   



0529     The apologies received were approved.

Declarations of Interest

0530     Councillor S Gardner noted a declaration of interest regarding Item 22, All Saints Church and would take any part in the discussions.

Public Open Session

0531     No members of the public attended.

Accuracy of the minutes of the Council Meeting held on 10th January 2024

0532     Resolved :          
“That the minutes of the Council Meeting held on 10th January 2024 and those of the Personnel Committee dated 18th January 2024 be received and confirmed as a true record.”

Progress Minutes of Council Meetings held on 10th January 2024

0533     M0496  Precept

Council noted that the precept had been completed and felt the minimal increase was a positive outcome.

0534     M0500 Barratts

A brief update has been received regarding development sites on land on the north and south of Hollygate Lane, and the pedestrian bridge, no current changes have been discussed.

0535     M513/514 Hedge at Risegate

The homeowner has been contacted and the hedge has now been trimmed back at the junction of Risegate and Candleby Lane.

0536     M517 Burial in Cotgrave

Cllr Woodward had spoken to the local Funeral Director regarding if there any spaces  left in the church cemetery, which is full apart from the pre-allocated family graves, the cost of burials at the new privately owned burial ground at Hollygate was discussed, the funeral director noted that any chosen place for burial can be consecrated and the burial site welcomes all denominations and is open to all faiths.

Cllr Woodward will raise further questions with the funeral director and share this information at the next meeting.

0537     M518 Armed Forces Veterans Coffee Morning

Cllr Gardner thanked the Administration Manager and Armed Forces Covenant officer, Jane Pick, for arranging a veterans coffee morning in Cotgrave on Thursday 11th April between 10.30 and 12pm to be held at Cotgrave Manvers pub.

0538     M519 Bins at Cotgrave Shopping Centre

Cllr Healy asked if there had been any further progress on relocating the recycling bins from the front car park, this will be raised again with Rushcliffe by the Rushcliffe ward councillors.

0539     M526 Cotgrave Leisure Centre

The planning application for the improvements at Cotgrave Leisure Centre is now on the planning portal and is available for any council comments, but the majority of work is taking place on improvements on the interior of the building.


Planning Minutes

0540     Resolved:          
“To confirm the planning minutes recorded and the decisions taken by the Council and those of the Planning Authority.”

Financial Matters

0541     Payments

‘’That the payments made since the previous meeting totalling £20,131.25 45   as recorded below, be approved and the invoices awaiting payment be paid’’.

Meerkat Comms2762Broadband and Phones60.84
UK Fuels10014245Fuel83.13
TMS Hardware Hardware39.80
Kent Services66438Grounds Maintenance1045.00
Three Mobile Phones13.99
Notts CC9205844December Pay12868.05
Elexcel11947Pat Testing, Installation of Christmas Lights1795.20
Gallagher529568769Commercial Motor Insurance – New vehicle130.71
Cotgrave Methodist Church Room Hire 6.12.2330.00
Rushcliffe BC71064474Parks Inspections540.00
Rushcliffe BC7106327022/23 Maintenance for Unit 28 and grounds maintenance recharge 2.09% of total)154.83
Water Plus4329069Unit 28 Water Charge December 2325.72
Water Plus4453026Burhill Allotments68.37
Information Commissioner Data Protection Renewal35.00
Rushcliffe BC71074686Quarterly Rent Grassmere Park68.75
Rushcliffe BC71074621Monthly Rent Unit 28650.00
Rushcliffe BC71074416Quarterly Rent Ringleas Park66.25
Rushcliffe BC71074407Quarterly Rent the Green68.75
Rushcliffe BC71074318Monthly Rent Suite F435.00
Rushcliffe BC71074837Monthly Service Charge Suite F180.00
Rushcliffe BC71074695Annual Rent Forest Cl Allotments35.00
HSBC Bank Bank Charges9.80
Meerkat Comms2929Phone and Broadband61.74
Cotgrave Advice Centre Grant250.00
Arco947318674Safety Boots98.98
Opus Sports Pavilion Electricity52.07
British Gas Suite F Electricity85.99
Kents66531Grounds Maintenance Charges1045.00
Water Plus4509779Unit 28 Water Charge Jan 2471.60
Sublime Shine854Window Cleaning Cotgrave Futures61.88

0542     Income

“That the income totalling £18,217.16 since the last meeting, as reproduced below.

JanuaryAllotment RentVarious Plot Numbers1941.09
1.1.24Cotgrave FCRent160.00
23.1.24Rushcliffe Borough CouncilMaintenance Shopping Centre2901.76
23.1.24HMRCVAT Refund13,214.31

Financial Statements

Members considered and approved the Statements for December 2023 as reproduced at the back of the Minute Book.

At the end of December 2023 Council had £4,986.85 in the Co-op account, £71,481.54 in the HSBC account and £203,977.96 in the NatWest account.

NatWest Bank Account

The budget working group had asked if the money held in the NatWest Bank could be placed into a higher interest rate account which would increase the income for council. The money would stay in a NatWest Account.

 NatWest are currently offering two accounts which could offer a better interest return to council, there is a 35 days’ or a 95 days’ notice accounts which would give a higher return of interest. Both accounts offer a no minimum or maximum opening balance and no early withdraws and the 35-day option would pay 3.20% Gross p.a. or 95-day option would pay 4.17% Gross p.a.

0545     Resolved          :          
‘To invest the lump sum held into 95-day account’.

Asset Register-Annual Governance & Accountability Return (AGAR)

0546     The Clerk and the Internal Auditor, David Dixon, Dixon Accountancy, have been reviewing and updating the Cotgrave Town Council assets held on its register. This had not been reviewed fully since Covid. The Council’s asset figure needed to be increased to reflect all the changes in values of the assets now held. The figure shown on 22/23 on the AGAR was £1,376,994. Council reviewed the changes and agreed the new figure.

0547     Resolved          :          
‘To enter a new AGAR Asset amount of £1,497,414 for 23/24’


A grant application has been received from the Joyful Jukebox Company, Council reviewed the application and decided that the application needed to provide further information before a final decision could be made.

The Clerk will contact the applicant and ask for further information or invite the Joyful Jukebox to give a presentation at the next meeting. This will be discussed at the next meeting if the required information has been presented.

Council Events

Remembrance Day Parade

The council are reviewing the Remembrance Day Parade due to the change in costs for providing it. There is a considerable amount of work and legislation required to allow a parade to be provided. Council have requested the Royal British Legion to ask their members considerations on providing a parade and the consensus was that the current route is much too long and that Cotgrave has lost most of its uniformed groups and a band cannot be provided and costs to provide the safety marshals were excessive. The main act of Remembrance takes place within All Saints Church and across the road at the War Memorial and this would not change.

Cotgrave Town Council decided to consider if the parade could be arranged with a much-reduced route and operated by volunteers, so no cost to the council. This will be reviewed.

Council took a vote on this decision with six councillors in favour, two against and two abstained.

D-Day 80th Anniversary

The event will take place on Thursday 6th June with the beacon being lit at 9.15pm. The planning is now taking place, a resident of Cotgrave has offered to play the bagpipes, a Commemorative Beacon has been ordered, along with the propane to run it, other entertainment is being sourced. A further update will be giving at the next council meeting.

Risk Assessments/Policies

The risk assessment and use of policy for the Rotary Hand Mower and the Ride-on Mower were considered by Cllr Woodward wished for the documents to be further reviewed before acceptance by council.

The review will be completed by Cllrs Woodward and Mitchell; both have knowledge of health and safety guidelines and the policies will be presented again at the next meeting for adoption by council.

The Biodiversity policy was presented to council for consideration and all councillors were happy to approve the policy.

0557     Resolved          :          
‘To adopt the biodiversity policy for Cotgrave Town Council’

Tree Works – Hawthorne Avenue

Two quotes were provided for tree works on an area of Hawthorne Avenue and this was to remove 7 trees and reduction of 6 out of the remaining trees. The trees are interfering with the houses and the telephone lines and the whole area does not provide enough land for the number of trees currently there. The retained trees will benefit from the additional space to flourish.

Council has over the years had a light touch approach on the reduction of trees in this area, but this is not working so a decision to remove trees and reduce others has been made. This is not a decision taken lightly.

The quotes were discussed and

Resolved          :           ‘To agree for the tree works to be carried out at Hawthorne Avenue at the cost of £2,800.”

Rushcliffe Borough Council Rushcliffe Authority-wide Design Code Consultation

Council discussed the views on design of buildings and places within Rushcliffe and decide that this consultation was to be best answered by members public and individual councillors to address their thoughts on this consultation.

Planters on the Shopping Centre/Cotgrave Community Garden

Council considered the suggested planting up scheme on the shopping centre by Cotgrave Community Gardens and its costs and were in agreement to ask them to support the council with the planters. This will be a one metre border on the planters.

Resolved          :           ‘To pay Cotgrave Community Gardens to plant up the shopping centre borders at a cost of £950.


Defibrillator Replacement at Cotgrave Futures

The defibrillator located at Cotgrave Futures has developed a fault and this cannot be mended, the defibrillator is currently removed off the service list for residents to be able to use. Several options have been provided and reviewed by council and the need for a replacement is urgent, council have agreed on a WEL 63705 Defibrillator costing £795.

0566     Resolved          :          
‘To purchase replacement defibrillator for £795’.

Correspondence (for information)

A letter has been received from Rushcliffe Borough Council, Election Services, stating that there has not been a request made by the public for an election to fill the vacancy after the sad passing of Bill Handbury, the vacancy can be advertised and filled by co-option.

0568     Crime Figures have been provided by PCSO Evans.

3.1.2024            Criminal Damage – Cotgrave Community Garden – Poly Tunnel damaged
5.1.2024            Criminal Damage – light fitting damaged by customer at Manvers Arms
12.1.2024          Vehicle Theft – car stolen off driveway (keyless theft) vehicle recovered in Keyworth following live
tracking on vehicle by owner.
16.1.2024          Criminal Damage – Cotgrave Community Garden – Poly Tunnel damaged
21.1.2024          Criminal Damage – car damaged whilst parked at Park & Ride Shepherds
28.1.2024          Criminal Damage – window damaged at Miners Welfare

Reports from Ward Members

Cllr Butler noted that the budget for Rushcliffe Borough Council to approve the council tax figure for 24/25 has been considered and now is going to the Rushcliffe Cabinet and Full Council for final approval. There will be an increase, but the increase is not known currently.

Rushcliffe Borough Council have taken part in a Peer Review, to understand how they work with the smaller councils and share information. Rushcliffe Borough Council had achieved a positive result.

Cllr Chewings noted that the ‘Smoke Control Area’ currently in the West Bridgford area could be extended further across the borough, this would control what residents are allowed to burn on their fires.

The wall on the rear of 1 Owthorpe Road has partial collapsed into a property on Risegate Gardens and the borough’s structural inspector has checked the rest of the walls and deemed them all to be safe.

Clerks Reports

The Clerk informed council that a temporary groundsman has been taken on with a short-term temporary contract to help support the groundsman with the workload.

A member of public has been offering dog training sessions at a cost on Cotgrave Town Council’s field and this is prohibited without prior agreement with the council. Council have asked the Clerk to contact and inform the dog trainer of this policy.

The Clerk has noted that the noticeboard located at West Furlong requires a repair, the backboard has become water damaged and become difficult to use. A repair which will update the board to a magnetic backboard and re-seal the doors is £369. This work will be arranged.

Councillors’ Reports

Cllr Monday asked why the A52 is still on restricted speed due to its surface which is far superior to the current road surface on the road from A52 to the Shepherds junction.

Cllr Butler noted that this road surface is very poor and is on the priority list for resurfacing, but he is not sure when, it is being patched at the current time.

Cllr Butler noted the outstanding OSTED report for Candleby Lane School, this is a great achievement.

Cllr Butler gave an update of the Green Route through the Cotgrave County Park which is currently closed near Radcliffe-on-Trent. A problem has occurred with the banking and this requires to be repair but it also needs to be checked for additional safety in this area.

Cllr Butler reminded that the next Town & Parish Forum is happening and the theme for this forum is Governance.

Cllr Stothard asked if the huge signpost at the Shepherds junction was to be changed as it impedes the view for pulling out the junction.

Cllr Butler stated the new sign is on order and will be fitted.

Cllr Stothard asked if the grass spaces on Flagholme and Cartbridge which have been churned up from residents parking on them are being considered for being made into parking spaces.

Cllr Butler said that these areas are to be considered.

Cllr Stothard suggested that as a council we ask if a secondary school could be built in Cotgrave for with the new housing.

The Press and public will be excluded from the meeting during consideration of the following items of business on the grounds that they involve the likely disclosure of exempt information, as defined in Section 1(2) of the Public Bodies (Admissions to Meetings) Act 1960

Barratt David Wilson Homes

Council discussed the issues regarding the proposed bridge at Hollygate and it not being built. Council agreed to support Barratts in not appealing the decision to build the bridge and to support them to apply for a variation to the original planning application.

Resolved          :           ‘To support Barratt David Wilson Homes in applying for a  variation/discharge of removal of the Bridge at Hollygate’

All Saints Church, Cotgrave

Concerns with the grass cutting and uneven surfaces were discussed following discussions with Revd. Massey. The work required to update the cemetery is to be completed. The cemetery will be now show signage as a cemetery which contains War Graves.

Cotgrave Futures

Chairman of Trustees gave an update regarding Cotgrave Futures and changes to the staff roles.

The meeting closed at 8.57pm

Chairman: ………..……………………. Signed as a True Record (Date) ……………………………..

Personnel Committee Meeting
9th February 2024

Present                         :          
Councillors R Butler Chairman), K Chewings, S Gardner, L Healy,  S Mitchell and N Monday.

Attendance                   :          
Julie Stephenson (Town Clerk) Cotgrave Town Council,                                                                   

The meeting was held in the Cotgrave Town Council Office and commenced at 3.15pm 


No apologies were received.

Declarations of Interest

No declarations of interest were given.

Public Open Session

No members of the public were in attendance at the meeting.

The minutes from the Personnel meeting held on 20th November were noted and approved.

The press and public will be excluded from the meeting during consideration of the following item/s of business on the grounds that it involves the likely disclosure of exempt information as defined in Section 1(2) of the Public Bodies (Admission to Meetings) Act 1960.

Staffing Matters

The Clerk informed the committee that a meeting had taken place with an employee together with their spouse and Cllr N Monday and the Clerk. The employee is currently on long term sickness.

The Clerk & Cllr Monday informed the committee that the some of the questions raised by Council were answered but then the employee asked if they could give a written statement with their thoughts on their potential return to work.

The Personnel Committee discussed the answers given and wished for a letter to be sent clarifying some of their responses presented by the employee.

This was agreed by the Personnel Committee, who were all in favour of this decision.

The employee has now noted that they have some additional concerns which will need to be addressed by Council before a return-to-work date can be agreed.

The Personnel Committee will acknowledge this information and will inform them that before a return to work they will have to attend an Occupational Health referral.

The meeting closed at 4.20pm.

Chairman: …………………………………….. Signed as a True Record (Date): ………………………

Personnel Committee Meeting
29th February 2024

Present                         :          
Councillors R Butler (Chairman), K Chewings, and S Mitchell.

Apologies                     :          
Councillors S Gardner and N Monday

Attendance                   :          
Julie Stephenson (Town Clerk) and Jane Pick (Admin Manager) – Cotgrave Town Council.                                                   

The meeting was held in the Cotgrave Town Council Office and commenced at 12.36pm 



The apologies received were approved.

Declarations of Interest

No declarations of interest were given.

Public Open Session

No members of the public were in attendance at the meeting.

The minutes from the Personnel meeting held on 9th February were noted and approved.

The press and public will be excluded from the meeting during consideration of the following item/s of business on the grounds that it involves the likely disclosure of exempt information as defined in Section 1(2) of the Public Bodies (Admission to Meetings) Act 1960.

Staffing Matters

Following on from the meeting held on 31st January 2024 with the employee, the Clerk had written to the employee replying to their questions that they have raised in the statement presented at the meeting.

A further reply has been received from the employee.

Councillor K Chewings and the Clerk will draft some questions to be put to the member of staff for the meeting on 20th March.  The meeting will be held Councillor N Monday, The Clerk and Jane Pick (note taker).

The meeting closed at 1.16pm

Chairman: …………………………………….. Signed as a True Record (Date): ………………………

Planning Minutes

The following responses were made to plans under consideration by the Planning Authority, Rushcliffe Borough Council.

No objections were raised except where stated.

026       In consultation with Ward Members

Cotgrave Leisure Centre, Woodview, Cotgrave, Nottingham, NG12 3PJ refurbishment of leisure centre premises and integrated youth club to include internal rearrangement, new entrance canopy and associated                           groundwork, new cycle shelter, fencing and signage.  EV charge points

Also includes upgrade of mechanical plant systems to improve energy efficiency.

Rushcliffe Borough Council, the planning authority, has forwarded the following decisions: –

027       Permission Granted

Rushcliffe Oaks, Main Road, Stragglethorpe, Nottingham, NG12 3PY –  retention of shipping container for the storage of essential ground maintenance equipment and materials (Retrospective).
The camping and Caravaning Club Nottingham,  Stragglethorpe Road, Stragglethorpe, Nottingham, NG12 3JZ – relocation of entrance barrier, extend hardstanding pitch, removal of 3 No. existing hard standing pitches with reinstatement of grass surfacing. Repositioning of 3 No. hard standing (staff) pitches, new low level chemical disposal point tank. Addition of height restriction barrier over existing gate.

Chairman …………………………………… Signed as a True Record (Date)………………………………