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Minutes Annual Town Meeting, Annual General Meeting and Town Council Meeting of 11th May 2022.

Please note that all minutes remain in draft form until approved by Council at the next available council meeting.

Annual Town Meeting 11th May 2022

Councillors D Stothard (Chairman), R Butler, M Chewings, D Eldridge, S Ellis, S Gardner, B Handbury, L Healy,
C Jeffreys,  N Monday, M Myles, C Patterson, I Shaw, and A Simpson.        

Apologies Received          
Councillors  H Brumpton and K Chewings

Julie Stephenson (Town Clerk), Cotgrave Town Council                                                                                                           

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


2359     The apologies received were approved.

Chairman’s Welcome and Annual Report

2360     The Chair, welcomed everyone to the Annual Town Meeting and read out his annual report, which is produced on the following pages.

Items raised by the Electorate

2361     No members of the electorate were present at the meeting, and none had forwarded any questions.

The Annual Town Meeting ended closed at 7.05pm.

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

Chairman’s Annual Report 2022-2023

What 12 months it has been!

Since my last report, we have had two great fireworks displays one on Bonfire Night and the other on New Year’s Eve, with the Christmas Lights event in between which was our best yet, and also being able to host a face-to-face pensioners Christmas Party, yet again providing an amazing day and also a home delivery service for those who could not attend in person.  I am looking forward to seeing what comes in the future years and only building on the success of them.  I would like to thank everyone that is involved in making all the events happen.

The world is really opening up again now, but with a new way of living.  Covid is gradually getting easier, but we still have to live with many changes.  This year has sadly brought a new era of uncertainty to the world with the outbreak of war in Ukraine.  I really do hope that soon enough peace can be found again.

Closer to home in Cotgrave it has been all change with seeing the Council move to a new office and workshop with a great new location on the shopping centre, making it easier to access the office.  We are now seeing the finished shopping centre and it is looking amazing and with this opportunity to welcome the new business – Heron Foods, Scoozie and Strezza, and I hope they are all successful.

It has been great to be able to provide some funding to worthwhile projects, such as the Positive Futures for young people, the library for being able to run several craft events and I thank them for that. Also, we as a Council have been able to secure grant funding and as I write this, the new toddler equipment is being installed at Grassmere Play Park.  It is good to see that we are able to start up the Safari Sales around the town again with more to come in the future and the introduction of some pop-up markets on the shopping centre.  This year it is the Queens’s Platinum Jubilee, so this year these celebrations will replace our usual Cotgrave Festival, which we hope to see return in 2023.  Two events have been planned to celebrate the Platinum Jubilee.  A Beacon will be lit on the Green on Thursday 2nd June at 9.30pm followed by the “Big Lunch” on Sunday 5th June on the Green and hopefully you can all come down and enjoy some fun and sun with music and entertainment and a few stalls and games.

And finally as I come to the end of my year as Chair, I finish on a sad note reflecting the people we have lost from our lives, especially ‘our Dr MacDonald’. He was such a valued part of this community and will be sadly missed.  We all did him and his family proud at his final send off.

I would like to thank all the councillors for the additional time they have given to help with events and putting all the extra effort in.

And also a massive thank you for all our staff at the Council who look after the day-to-day affairs and help to keep Cotgrave tidy.

Stay safe, be kind.

Councillor Darren Stothard
Chair, Cotgrave Town Council 2021-2022

11th May 2022

Annual General Meeting 11th May 2022

Councillors D Stothard (Chairman), R Butler, M Chewings,  D Eldridge, S Ellis, S Gardner, B Handbury, L Healy,
C Jeffreys, N Monday, M Myles, C Patterson, I Shaw, and A Simpson.        

Apologies Received      :          
Councillors H Brumpton and K Chewings

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

The meeting was held at Cotgrave Methodist Church and commenced at 7.06pm  

Election of Chairman

2362     Councillor M Chewings nominated Councillor D Stothard, this was seconded by
Councillor I Shaw.

2363     Resolved         
That Councillor D Stothard serve as Chairman until the next Annual General Meeting.”         

Election of Vice Chairman

2364     Councillor SE nominated Councillor I Shaw, this was seconded by Councillor D Stothard.

2365     Resolved             
That Councillor I Shaw service as Vice Chairman until the next  Annual General Meeting.”


2366     Apologies given were received and accepted.

Representation on other Bodies

2367     Cotgrave Futures – Councillors D Stothard, M Chewings, N Monday and K Chewings.
            Friends of Cotgrave Country Park – Councillor L Healy.

Council Documentation

2368     Councillors received the following documentation:-

Meeting Dates for 2022-2023
Health and Safety Policy Statement

2369     Resolved          :          
“To accept the meeting dates for 2022-2023. The Chair of Council duly signed the Health and Safety Policy Statement.

The Annual General Meeting closed at 7.10pm.

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

Cotgrave Town Council Meeting
11th May 2022

Present                         :         
Councillors D Stothard (Chairman), R Butler, M Chewings, D Eldridge, S Ellis, S Gardner, B Handbury, L Healy,
C Jeffreys,  N Monday, M Myles, C Patterson, I Shaw, and A Simpson.        

Apologies Received      :          
Councillors H Brumpton and K Chewings.

Attendance                   :         
Julie Stephenson (Town Clerk)

The meeting was held at Cotgrave Methodist Church and commenced at 7.11pm   


2370     The apologies received were approved.

Declarations of Interest

2371     No declarations of interest were received.

Public Open Session

2372     No members of the public were in attendance.

Accuracy of the minutes of the Council Meeting held on 13th April 2022

2373     M2356 Electric Scooters & Off-Road Motorbikes

Councillor R Butler said that this should read the police are looking into this problem alongside off-road motorbikes and that both are illegal to use on the roads and pavements.

2374     Resolved          :          
“That the minutes of the meeting held on 13th April 2022 be received and confirmed as a true record.”

Progress Minutes of Council Meeting held on 13th April 2022

2375     M2315 Amazon Locker

The Amazon locker has now been removed, but a resident has noted that it has left some studs sticking out of the pavement, which will need removing.                                                                       

2376     M2319 Well Pharmacy

A meeting has taken place with two members of the regional staff from Well Pharmacy and some members from Cotgrave Town Council and a member of staff from Rushcliffe Borough Council to discuss the ongoing issue of the inadequate service currently being offered to residents of Cotgrave.

Well Pharmacy acknowledged the very poor standard of service and are fully aware of the issues and are trying to rectify the problems. Staff have left the business and Well have not been able to replace these positions and this is having a knock-on effect.

Well Pharmacy have also been discussing the issues with the doctor’s surgery and identified a problem with the communication given to residents via text messages and this is bringing residents to the pharmacy to collect a prescription when it has only been approved by the doctor to be dispensed by the pharmacy, where another text message will be sent from Well Pharmacy to say the prescription is ready for collection.

The Cotgrave Pharmacy is currently trying to recruit several permanent pharmacists, and this is also proving to be difficult, so locums are having to be used and some are not always reliable or available.

Well Pharmacy have noted that many residents are asking for their prescriptions to be sent to other pharmacies and on-line dispensing facilities, which Cotgrave Town Council  and Rushcliffe Borough Council have stated that this is not good for the footfall on the Cotgrave shopping centre and will have an impact of the local economy of all shops and Cotgrave.

Councillor Monday mentioned that Cotgrave surgery are now offering a prescription home delivery service or drop off at Cotgrave doctors from Bingham, to enable residents to receive their required medication.

Councillor Jeffreys noted that Well Pharmacy only use one supplier of medicines and if they are out of stock, it causes more problems until the stockist has the medications back into the warehouse.

Well Pharmacy stated that they are bringing in extra staff and going into the Cotgrave Pharmacy, after hours, one night to try to catch up the backlog of overdue prescriptions.

Well Pharmacy hope that the pharmacy will be back to an improved level of service within the next three weeks and Cotgrave Town Council will be asking Well Pharmacy to attend the June meeting, to give an update on the situation.

Cotgrave Town Council have also contacted ‘Ruth Edwards’ MP, and she is asking for the CEO of Well Pharmacy to investigate and ensure that the pharmacy is working as it should be.

2377     M2324 Flagpole

The flagpole requested has not been followed up due to other commitments, but this will be looked at during May/June.

2378     M2336  Grassmere Play Park

The play park is currently having the new equipment fitted in the toddler area and the play surface replaced by turf. The work is expected to take three weeks and the park may be available to open over the weekend of the Queen’s Platinum Jubilee.

The grant applied for, from Nottinghamshire County Council has been successful and Cotgrave Town Council will be writing to thank Nottinghamshire County Council. The grant will be used to pay for the new climbing frame in the park.

2379     M2347 Neighbourhood CIL

The CIL (community infrastructure levy) money will be paid to Cotgrave Town Council twice yearly and this money is generated from building projects in Cotgrave. The first payment is £1218.26, and this money has to be used to improve Cotgrave within five years and when it is spent, a report has to be sent to Rushcliffe Borough Council showing how the money was used.

If not spent within five years, the money may be recalled by Rushcliffe Borough Council.

2380     M2348 Deed of Easement

When the building of a new property begins adjacent to 98 Ringleas, a Deed of Easement, may need to be considered, as the entrance/exit will be over Cotgrave Town Council owned land.

2381     M2358 Bridge at Hollygate

The Clerk has written to Barratts, asking for an update on the proposed bridge at Hollygate, a response has been received and it noted that further ecological information had been requested by the Planning Officer with an updated Design Statement.

 The ecological survey required further information and needed to be completed but has incurred a slight delay and Barratts are working on the updated Design Statement and hoping to be sending all the required documentation to the planning department in the next week.       

Planning Minutes

2382     Resolved          :          
“To confirm the planning minutes recorded and the decisions taken by the Council and those of the Planning Authority.”

Financial Matters

2383     Payments

‘’That the payments made since the previous meeting totalling £19,240.51 as recorded on page 7, be approved and the invoices awaiting payment be paid’’.

Adlard Print19337Spring Newsletter 1472.00
A M Buckingham Covid Memorial Plaque1100.00
Notts County CouncilN032202758Refuse Sacks, Litter Pickers187.20
NALC2303Annual Subscription11283.10
Cotgrave Methodist Church Room Hire 9.3.22130.00
WaterPlus6024096Burhill Allotments173.20
Rushcliffe BC91755731Business Rates Unit 2812320.35
Rushcliffe BC9175638xBusiness Rates Suite F12534.90
Nottm Local News56618Delivery of Newsletter1288.00
Three1297162075Mobile Telephones129.78
Reach Publishing226209418Advert Safari Sale978.00
Baker Ross14185801Jubilee Crafts9172.90
Rushcliffe BC70924473Rent Unit 28 April 221600.00
Rushcliffe BC70924606Rent Site F April 22 435.00
Cotgrave Futures495Muga Electricity162.22
Opus Energy72222288Sportsground Electricity158.92
EoN3Suite F Electricity March 221109.17
Arco93510188Hi Vis Coat,123.98
TMS Hardware Hardware – Padlock/Keys Burhill Allotment1118.40
J Stephenson Jubilee Bunting and signs991.58
Rushcliffe BC70934925Service Charge Suite F9156.00
L Knight 2 x Hoes139.98
J Pick (Screwfix order) Helmet, safety goggles, roof felt152.45
Proludic LtdSIN005461Parts for Broadmeer Play area1174.75
J A Kents63954Grounds Maintenance April 221960.00
Mick Dutton & Son Ltd146672 Tyres Tractor/Puncture Ride-on mower1168.39
CISWO2858Additional Annual Rent following rent review1168.39
HSBC Bank Charges18.00
Meercat Comms LtdMC0006910Phone and Broadband165.02
UK Fuels1088154Fuel1104.28
J Stephenson145201283Virtual Media – Zoom171.94
Trent Bridge C Trust Youth Provision Funding96925.00
  TOTAL 19,240.51

Financial Statements

2384     Members considered and approved the Statements for March 2022 as reproduced at the back of the Minute Book.

At the end of March 2022 Council had £24,290.85 in the Co-op account, £84,927.20 in the HSBC account and £201,109.40 in the NatWest account.

Council Policy Review

2385     Council were given copies of the following policies to review. The Financial Regulations and the Risk Management policy.

2386     The Financial Regulations policy was produced for all members and agreed that the information it contained was correct and up to date.

2387     The Risk Management policy was reviewed, and it was noted, since printing the document for all councillors, the information regarding Arthur Ridley Sportsground had been updated. CISWO have now completed a five-year review and increased the lease costs by £168 per year.

The Risk management policy will be amended to read the following:-

Point 1.10         Sportsground Lease      5 Yearly Reviews  (Latest Review 2022)

2388     Council agreed the policy was correct and accepted the amendment.

2389     Resolved          :           ‘To accept the Financial Regulations and Risk Management Policy.’

Working Group Updates

Cotgrave Play Areas – Grassmere

The work has commenced at Grassmere play park and it is looking positive it will be completed within the time frame given.

The turf has now started to be laid and will be completed next week and the park will stay closed to allow the turf to bed in. The park will hopefully open at the beginning of June 2022.

The grant funding Cotgrave Town Council applied for from Nottinghamshire County Council, Local Community Fund, for £11698, has been approved. Cotgrave Town Council will send a letter of thanks. The funding will purchase the new climbing frame.

Queen’s Platinum Jubilee Celebrations

The beacon has been ordered and is expected to arrive in the next week, the Clerk is arranging for the gas cylinder required, but has found out there is a national shortage of gas bottles.

Cotgrave Town Council thanked Councillor Jeffreys for providing a grant to purchase the Queen’s Beacon and asked Councillor Jeffreys to come and light the beacon.

A timetable of artists for the ‘Big Lunch’ has been produced and the final arrangements are being made.

The bunting will be put up over the shopping centre and the lamp post signs from week commencing 23rd May.

Cotgrave Town Council are providing a special Platinum Jubilee pencil to every child attending Cotgrave’s schools and they will be delivered next week.

Posters advertising both events have been printed and distributed throughout the town and on social media.

Miners Memorial for Cotgrave

Councillor Gardener has been gathering information regarding the previous thoughts for a permanent memorial and has decided it would be better to start a fresh plan.

Councillor Gardner has visited the Memorial Lectern located on Gordon Road in West Bridgford to gather some new ideas and costs.

Council discussed several ideas and suggested that a Memorial Information Lectern would be the preferred option and to consider placing it with the Pit Wheels/Coal trucks located on the green space in front of the shopping centre.


2401     Two letters have been received from members of the Nottingham Astronomical Society regarding members concerns over light pollution from the planning application for the chicken farm at Owthorpe.

Clerks Reports

A letter has been received from Nottinghamshire Hospice asking if Cotgrave Town Council would consider allowing the hospice to put out collection boxes at the Queen’s Platinum Jubilee event.

Council discussed the request and decided that the event was to be a free event and not appropriate on this occasion.

A letter has been received giving details of the next ‘Tour of Britain’ event, which will be racing through Cotgrave on Thursday 8th September.

Councillors’ Reports

2404     Councillor Butler updated on the new 33 bus service, which is now running with a new timetable and an electronic version of the timetable is available from the Clerk. Paper copies had not arrived yet.

2405     Councillor Butler said that the police are now working on stopping the illegal motorbikes in and around Cotgrave and several people have been spoken too or had motorbikes removed.

A meeting took place between staff from VIA, Police , Rushcliffe Borough Council, Nottinghamshire County Council, and the Clerk, to discuss putting measures in to reduce motorbikes riding at speed along pavements near to the woods on Fosse Walk, Ringleas and installing a gate to the woods on The Dial.

2406     The Cotgrave Traders Association is being re-introduced and re-branded as ‘Hello Cotgrave’, and has started to have meetings at the Manvers Pub.

2407     Councillor Butler asked if council have received any reports on Cotgrave Futures.

2408     Councillor M Chewings has been asked by a resident if there is any CCTV covering the shopping area. The shopping area on the paved areas are covered and some limited car parking areas.

2409     Councillor M Chewings has been asked if there are any further updates on increasing the parking area at Burhill.

Councillor Butler advised that this information and requested was being considered by Rushcliffe Borough Council and they are allocating some funding to several areas of small green spaces to be converted to additional car parking.

2410     Councillor Eldridge asked if Rushcliffe Borough Council were still considering the parking changes to the area behind the bus shelter on Woodview.

Councillor Butler noted that this area was one of the areas to be considered.

2411     Councillor Eldridge noted that the small, ramped areas crossing the road on Bingham Road, were starting to become very rough when driving over them.

Councillor Butler will ask for them to be checked.

2412     Councillor Handbury noted that Cotgrave had appeared on the ‘Bidding Room’.  

2413     Councillor Healy asked if the bins could be moved into a different car park, and whether they could go into the police car park or the small one at the back of the Co-op.

Councillor Healy noted that the off-road motorbikes are a problem, but asked is there anywhere that could be offered to them, so they can ride in a safe area and where they do not cause a problem.

2414     Councillor Myles asked if there were any updates on the building of houses on the field next to East Acres and Mill Lane.

Councillor Butler said that Rushcliffe Borough Council have not received any planning applications.

2415     Councillor Stothard noted that the police had been out doing speed checks on Colston Gate, which is good, but he thought additional priority should also be considered on the increase of ASB and drugs happening around Cotgrave.

2416     Councillor Stothard noted that Scoozi Pizza restaurant had started doing a home delivery service and was this part of their licence agreement?

2417     Councillor Stothard noted that the licences had both been agreed for another year between Cotgrave Futures and Serendipity’s and Cotgrave Community Kitchen.

The Trustees are arranging to update and re-fit the kitchen in Cotgrave Futures, and recently the building has struggled with a problem with its hot water, which is now been fixed.

There being no further business the meeting closed at 8.54pm.

Chair:…………………………………… 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.

081       At Council Meeting on 10th May 2022

            22/00510/LBC    The Old Rectory, Rectory Road, Cotgrave, Nottingham, NG12 3HU – single storey rear extension.
            22/00609/FUL    The Old Rectory, Rectory Road, Cotgrave, Nottingham, NG12 3HU –
                                    single storey rear extension.
            22/0642/FUL      4 Fields View, Cotgrave, Nottingham, NG12 3GU – single storey rear
                                    extension with paved terrace roof, alterations to existing steps access.

            22/00787/FUL    Seymour Cottage, 13 Bingham Road, Cotgrave, Nottingham, NG12 –

                                    Single storey rear extension.

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

082       Permission Granted:

            22/00491/FUL    24 Harvest Drive, Cotgrave, Nottingham, NG12 3SJ – two storey side
                                    extension and single storey rear extension,
            22/00641/FUL    8 Lamplands, Cotgrave, Nottingham, NG12 3JA – new front porch
                                    extension to replace existing porch.