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Minutes Council Meeting 10th January 2024

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

Present                         :           Councillors I Shaw (Chairman), R Butler, K Chewings, S Ellis, S Gardner, L Healy,
C Jeffreys, S Mitchell, N Monday, A Simpson,  D Stothard and M Woodward.

Apologies Received      :           Councillor S Denham and M Myles.

Attendance                   :           Julie Stephenson (Town Clerk), Jane Pick (Administration Manager) 
                                                  Cotgrave Town Council, Kate Matthews (Restorative Justice), Bente Klein (JBM Solar

Prior to the commencement of the meeting the Chairman of Council, Councillor I Shaw asked Council to stand and take a few moments to remember Councillor B Handbury who passed away shortly before Christmas.  Councillor Handbury had served for 10 years as a councillor for Cotgrave and will be sadly missed.                                      

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



0463     The apologies received were approved.

0464     The Chairman requested to suspend Standard Orders to allow for Agenda item 2, to appoint a Vice Chairman, be moved until after the public open session.

0465     Resolved          :           To move agenda item 2 until after the Public Open Session.”

Declarations of Interest

0466     Councillor Shaw declared an interest in agenda item 11, a grant request for Cotgrave Advice Centre.  Councillor Shaw will not take part in the discussion.

Public Open Session

0467     Kate Matthews from Restorative Justice Nottingham gave council a report on the work that they carry out in Nottinghamshire.

0468     The Restorative Justice is as voluntary process where trained professions set up safe communication opportunities for those harmed by crime or conflict and those responsible for the harm caused.  It can be an opportunity to express the impact caused by what happen to the person responsible, seek answers and to express how life is or has been impacted by the crime. This includes crimes of all levels. This does not reduce any sentence and does not cover any domestic abuse issues.

0469     The Chairman thanked Kate for attending the meeting and update Council on the work provided by Restorative Justice.

0470     Bente Klein from JBM Solar Farms gave council an update on the proposed new solar farm near to Cotgrave and Radcliffe-on-Trent. 

0471     The planning application for the 20w solar farm is now live and can be viewed online.  A public engagement event took place in September and 5000 household were invited to attend of which approximately 18 attended the event. Of those who attended 79% were in favour of the development. The farm will produce electricity for equivalent of 7900 homes.

0472     Extra land had been added to enable for biodiversity. A wetland will be created for Skylarks and other wildlife.  Also, the access road to the site will have some changes to allow for better access for emergency services.

0473     Cotgrave will benefit from some funding from JBM this currently stands at £264,000 over a 40-year period. They will also be working on a project with the Friends of Cotgrave Country Park.

0474     Councillor Woodward asked what impact the site would have on flooding issues incurred by the road in the area of the site.  Bente explained that they have no responsibility for the highways and that infect the solar panels on the field would actually make the draining in the field better. In fact, the panels are located on small amounts of concrete.

0475     The Chairman thanked Benta for attending the meeting and updating Council on the solar farm development.

To appoint a Vice-Chairman of Council

0476     Councillor K Chewings proposed Councillor S Gardener. This was seconded by Councillor I Shaw

0477     Councillor C Jeffreys proposed Councillor L Healy.  This was seconded by Councillor R Butler.

0478     A closed ballot was requested, and the vote took place and

0479     Resolved          :           “To appoint Councillor S Gardner as Vice Chairman of Cotgrave Town Council.”

0480     Councillor Garden will be provided with a declaration of Office form for signing as soon as possible.

Accuracy of the minutes of the Council Meeting held on 6th December 2023

0481     Resolved          :           “That the minutes of the Council Meeting held on 6th December 2023 be received
and confirmed as a true record.”

Progress Minutes of Council Meetings held on 6th December 2023

0482     M0407  Bus Stop at Spires Hospital

            No further update was available.

0483     M0416 Grant Cotgrave Candleby Lane School

            An email has been received from Cotgrave Candleby Lane thanking council for the grant …. “We were thrilled to receive the grant for our choir trip to Sheffield Area. Thank you so much. Your funding is so vital for activities like this to take place and for children to experience such great musical events.”

0484     M0419 Remembrance Day Parade

            Councillor Mitchell informed Council that the Royal British Legion CBOC branch recommended that the parade does not continue. This item is scheduled for agenda item of the council in February.

0485     M0447 Pegasus Group Telephone Mast

            Notification has been received from the Planning Department that this application is acceptable, and the Prior Approval of the Borough Council is not required, it has been passed through by permitted development.

0486     M0454 Park Keeper

            The Clerk informed council that a new park keeper has been employed and they commence their position from 13th January 2024.


Planning Minutes

0487     Resolved          :           “To confirm the planning minutes recorded and the decisions taken by the Council
and those of the Planning Authority.”

Financial Matters

0488     Payments

Resolved:         ‘’That the payments made since the previous meeting totalling £59,206.47 as recorded below, be approved and the invoices awaiting payment be paid’’.

Opus Energy7411982Sports Pavilion Electricity92.77
EDF Energy Unit 28 Electricity29.00
Real Christmas Trees20530Christmas Tree595.00
Mick Dutton15635Echo Battery Strimmer396.00
Notts County FC607241Pensioners Christmas Meal4555.20
Three Mobile Phones13.99
Joker Entertainer Christmas Market Entertainment714.00
UK Fuels10012894Fuel70.00
Notts CC92948675November Salaries20,889.53
Sharpes of Nottm Coach Hire Pensioners Meal975.00
KPD Sounds241123DJ – Music Christmas Lights695.00
CK Insurance Allotments Insurance179.61
Water Plus3990530Unit 2821.66
J Pick Reimbursement for Petty Cash24.13
Big Bang Fireworks2161023Fireworks Display 5.11.232300.00
Methodist Church Room Hire 8.11.2330.00
Elexcel11922MUGA Pir Repairs448.80
Rushcliffe BC71060840Unit 28 Rent650.00
Rushcliffe BC71060949Suite F Service Charge180.00
Rushcliffe BC71060617Suite F Rent435.00
Water Plus4038901Forest Close Allotments89.56
SLCC246327-1Membership Fees298.00
British Gas978740076Suite F Electricity90.78
EDF Unit 28 Electricity29.00
Arco947155165Coat and White Lining Spray101.66
Rushcliffe BC71061623Reconciled Service Charge Suite F654.40
Opus Energy74814047Sports Pavilion Electricity111.98
Cotgrave CL School Grant – Transport for Choir550.00
St John Ambulance23009512Christmas Market158.40
Cotgrave FC Grant200.00
Notts County FC607254Pensioners Christmas Meal1452.00
Notts County FC607268Pensioners Christmas Meal216.00
Mick Dutton & Son15666Kioti Mechron K9 Vehicle21,960.00

0489     Income

Resolved          :           “That the income totalling £180.00 since the last meeting, as reproduced below.

1.12.23Cotgrave FCRent160.00
18.12.23Market StallChristmas Market20.00

Financial Statements

0490     Members considered and approved the Statements for October 2023 as reproduced at the back of the Minute Book.

At the end of October 2023 Council had £4,986.85 in the Co-op account, £129,864.23 in the HSBC account and £203,743.24 in the NatWest account.

Budgets 2024-2025

0491     The Clerk together with the Budget Working Group has prepared and presented council with the proposed budget for 2024/2025.

0492     Councillor K Chewings said that the working group have considered removing the councillor’s allowance to contribute to keeping the costs down and proposed that the Budget be accepted.

0493     This was seconded by Councillor S Ellis.

0494     Councillor Monday queried the justification for the funding for the Pensioners Party, The Fireworks Event and Grants. The funding for the pensioners Christmas meal was provided by the Lightsource funding scheme and not part of the precept.

0495     A vote was taken, all councillors, except one councillor who abstained, agreed the budget.

0496     Resolved          :           “That Council apply for a precept of £247,912 which equates to
                                    £101.86 per year or £1.96 per week for a band D property, which is
                                    and increase of 0.7%.”


0497     Council have received a grant request form from Cotgrave Advice Centre for £100 to purchase replacement telephones and £150 for two replacement signs.

            The advice centre provides support for residents of Cotgrave, Rushcliffe and the wider Nottingham community. They help people to address their problems and ensure they have the necessary welfare benefits to enable them to meet their expenses.  They open between 9 and 12 noon on Tuesday and Thursdays.  All advisors are volunteers.

0498     Council were in agreement, except for one abstention and

            Resolved          :           “To award a grant request of £250 to Cotgrave Advice Centre.”

Council Events

Pensioners Christmas Party

0499     Councillor Healy gave council an update on the Pensioners Christmas Party.  This year there was a new venue, Notts County Football Club.  160 residents attended the meal between 12 noon and 4pm. They were provided with a drink’ reception, followings by a full Christmas meal, and entertainment and everyone had a very enjoyable time.

Coaches were provided to and from the venue. This event is paid for from the Lightsource Fund given to council.

Hollygate Lane Estate Maintenance Charges

0500     Councillor Shaw said that he would be meeting with Robert Galij from Barratts David Wilson Homes at the Council Office on Thursday afternoon with Councillors Ellis and Gardner to discuss the maintenance charges and for an update regarding the bridge.

0501     Councillors Butler and Chewings said that the issues of maintenance charges have been discussed at the Scrutiny Group at the Borough Council (which was available for viewing via YouTube).

0502     An update will be added to the next Council Meeting agenda.

Street Naming

0503     Adam Smith the Address and Gazetteer Officer at Rushcliffe Borough Council has received an application to name new streets for phase one of the development North and South of Hollygate Lane, Cotgrave.  Four new street names were needed for the south section and seven for the north section.

0504     Council discussed several options for the new street names but decided to keep with the theme of nature and arable crops.  Suggestions will be put forward to the Borough Council.

Cotgrave Futures

0505     Councillor Chewings, Chairman of the Board of Trustees at Cotgrave Futures said that there was nothing to report at this time except that the board was financially sound and new leases have been sent out to users which has all been signed and accepted.


Correspondence (for information)

0506     Information has been received from the Borough Council regarding Parish Councils and the Biodiversity Duty.

            Under the Environment Act 2021 public authorities must:

  • Consider what can be done to conserve and enhance biodiversity in England. First consideration of what action to take for biodiversity must be done by 1 January 2024.
  • Soon after this date policies and specific objective must be agreed and reviewed at least every 5 years.
  • Act to deliver your policies and achieve your objectives.

0507     Council will work towards putting a Biodiversity Policy in place.

Reports from Ward Members

0508     Councillor Chewings reminded council that Property Flood Resilience (PFR) Repairs Grants were available for anyone in the Borough who had been affected by the recent floods.

0509     Councillors Butler said that he knows of properties that have been affected by the floods located on Owthorpe Road, Cotgrave.

0510     Nottinghamshire County Council’s Community Flood Signage Scheme (CFSS) Allows trained members of the community to close roads during flood events to help reduce the impacts of bow waves caused by vehicles travelling through flood water. There are currently 18 Active Schemes in the county.

0511     Volunteers can attend a short training session and the signs are provided and paid for by the County Council.

Clerks Reports

0512     Council has received a Christmas Card from a pensioner who had attend the Christmas Meal “to say thank you for the lovely lunch.  It was a great occasion. Excellent organisation, and free transport as well!!.  We are so lucky in Cotgrave.”

Also received, a handmade Christmas Card from the Library and its users thanking Council for all the grants during the year which allowed for many craft sessions.

Councillors’ Reports

0513     Councillor Monday asked if anything could be done about the overgrown hedge on Rise Gate – towards the junction with Candleby Lane.

0514     Councillors Butler will chase this issue up.

0515     Councillor Monday also asked if a further meeting had been arranged with the Rector of All Saints’ Church.  This was planned for 1st February 2024.

0516     Councillor Simpson thanked Council for their kind messages following the sad death of his wife, Margaret.  Margaret had lived in Cotgrave for 60 years.

0517     Councillor Simpson asked if anything could be done regarding a church burial ground in Cotgrave.  His wife had requested a traditional burial in Cotgrave, but the cemetery has no capacity for any new graves.  This question will be put to Revd. Paul Massey.

0518     Councillor Gardener had been approached by an armed forces veteran to see if an event (coffee morning etc) could be put on in Cotgrave the veterans.  The Administration Manager, who is the Armed Forces Covenant Officers for the Council will look into this.

0519     Councillor Healy raised the issues of the recycling bins on the shopping centre car park.  This will be raised again with the Borough Council.

0520     Councillor Chewings asked if a working group could be set up to further discuss the hire agreement for the Football Club.

0521     Councillor Chewings also wish to pass on his thanks to Council’s grounds man, Paul Howitt, for all his work over recent months. All Councillors were in an agreement with this statement.

0522     He also wanted to thank the Clerk and the Administration Manager for covering the opening and closing of the parks, following the resignation of the weekend cover park keeper and their work on recruiting a new park keeper.

0523     Councillor Chewings said that Councillor B Handbury had served on council for 10 years and asked if a donation on behalf of Council could be forward for the two charities requested by his family. All Council agreed a donation of £100.

0524     Councillor Stothard has noticed that cars are parking on the paved area close to the Café Pizzeria.  Also, the waste oil from the drums in the contained at the site of the building are leaking onto the pavement close to the entrance to the play area.

0525     The clerk has emailed the Borough Council, owners of the shopping centre regarding both of these issues.

0526     Has there been any further update on the works to take place at the Leisure Centre.  A planning application has been put forward for amendments to the building.

0527     Councillor Stothard also asked if anyone had heard of a re-build for the Church School.

            Nothing was known about this.

0528     Councillor Stothard informed Council of an accident that had taken place with the South Notts Academy school bus and another vehicle.  The incident had taken place at the junction of Ringleas and Colston Gate.  Councillor Butler was not aware of this but will find out more information.

The meeting closed at 8.58pm.

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

Personnel Committee Meeting
18th January 2024

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

Attendance                   :           Julie Stephenson (Town Clerk), Jane Pick (Administration Manager) 
                Cotgrave Town Council,                                                                   

The meeting was held in the Cotgrave Town Council Office and commenced at 9.30 am.



0056     No apologies were received.

Declarations of Interest

0057     No declarations of interest were given.

Public Open Session

0058     No members of the public were in attendance at the meeting.

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

0059     An update was given by the Clerk regarding the current staffing matters, including the employment of a new park keeper, who commenced work on 13th January 2024.

0060     A general update on staffing matters was discussed by the committee.

The meeting closed at 10.25am

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.

023       At Council Meeting on 10th January 2024

            20/03244/OUT Land East of Gamston and North of Tollerton, Tollerton Lane,
                                    Nottingham – outline planning application for the first phase of a sustainable
                                    urban extension at land east of Gamston and north of Tollerton, comprising
                                    up to 2,250 dwellings, a primary school, a local centre (Class E, a, b,c,d,e,f
                                    and g) and hot food takeaway (Sui generis), a strategic infrastructure
                                    including associated buildings, children’s play areas, strategic infrastructure
                                    including drainage and engineering off A52 and Tollerton Lane with all
                                    other matters reserved. (Council Observations): Flooding Issues, impact
                                    on traffic, pressures on schools (specifically secondary schools)

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

024       Town and Country Planning (General Permitted Development) (England) Order 2015

            23/02099 GDOTEL

Playing Field East of Leisure Centre (Madisson Park), Woodview, Cotgrave – Existing 15m pole supporting 3
no. antennas to be removed and replaced with new 20m monopole which will support 3 no. new antennas
along with ancillary equipment thereto including RRUs and BOBs.

025       Permission Granted

            23/02106/FUL    36 Rectory Road, Cotgrave, Nottingham, NG12 3HU – single storey side
                                    extension and 2 roof lights over existing kitchen.

            23/02246/FUL    74 Saxon Way, Cotgrave, Nottingham, NG12 3NX – new front porch and
                                    new front bay window. Demolition of existing conservatory. Single storey
                                    rear extension. Part raising of existing garage roof includes roof lights.
                                    Application of timber cladding and render.

            23/02309/FUL    13 Colston Gate, Cotgrave, Nottingham, NG12 3JX – two storey side
                                    extension and single storey rear extension.

            23/02267/FUL    25 Maygreen Avenue, Cotgrave, Nottingham, NG12 3SH – first floor side
                                    extension over existing garage.

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