Minutes Council Meeting 13th May 2020

Cotgrave Town Council Meeting1 3th May 2020 Virtual Meeting via Zoom

Present :   
Councillors S Gardner (Chairman), H Brumpton, R Butler, K Chewings, S Ellis, L Healy (from 7.29pm), N Monday,
C Patterson, I Shaw, A Simpson and D Stothard.

Apologies Received :
Councillors M Chewings, D Eldridge, B Handbury, C Jeffreys and Councillor L Healy for lateness.

Councillor D Wilkie

In Attendance                :         
The Clerk and the Administration Manager (Cotgrave Town Council),
The meeting was held at virtually, via Zoom, and commenced at 7.10pm


The apologies given were approved.

Standing Orders

Following the changes within the new statutory legislation, Council are now permitted to conduct remote council meetings using an electronic format on all meetings apart from the Annual Parish Meeting.

The Annual Parish Meeting is still required to be a physical meeting and the new legislation therefore does not include this meeting, but the new guidelines from the government have been given to councils to allow for the deferral of this meeting May 2021.

The Council needs to adopt and insert the following statement into the Standing Orders:-

 “A Local Authority may make other standing orders and any other rules of the authority governing the meeting about remote attendance at meetings of that authority, which may include provision for:-

  1. Voting;
  2. Member and public access to documents; and
  3. Remote access of public and press to a local authority meeting to enable them to attend or participate in that meeting by electronic means, including by telephone conference, video conference, live webcasts, and live interactive streaming.”

Councillor K Chewings was fully in support of the amendment to the Standing Orders, but wished to add that if any vote within a virtual meeting was needed, that each Councillor should be asked how they wish to vote rather than a show of hands.

Resolved          :           “To amend Council’s Standing Orders”.

Declarations of Interest

Councillor A Simpson wish to declare in interest in agenda item 7, planning application number 20/00952/FUL as this property was is adjacent to his home and he has been able to comment as a neighbouring property.

Public Open Session

No members of the public were in attendance.   

Minutes of the Town Council Meeting of 11th March 2020 and Emergency Meeting of 24th March 2020

Resolved:      “That the minutes of the previous meeting held on 11th March 2020 and those of the Emergency Meeting of 24th March 2020 be received and confirmed as a true record.”


No minutes were progressed.

Planning Minutes

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

Financial Matters


‘’That the payments made since the previous meeting totalling £77,392.28 as recorded below,, be approved and the invoices awaiting payment be paid’’.

NatWest Bank CHAPS Charge123.00
HSBC Bank Charges112.40
Veber Data Back Up113.20
Talktalk Phone and Broadband136.00
  SUB TOTAL 84.60
Rushcliffe Borough Cl Repayment of Loan and Interest140,090.00
Notts County Cl92420947February Salaries19025.64
Adlard Print17912Spring Newsletter41432.00
Cotgrave Futures276Muga Electricity140.80
Greyhound Leisure4532Broadmeer Park Works15460.00
Kents60399February Maintenance1880.00
Local News51907Delivery of Newsletter4268.80
Veber47526Data Back Up113.20
C&D Ratcliffe Refund Cotgrave Festival925.00
Rainys Reads Refund Cotgrave Festival925.00
Sugar Rush Refund Cotgrave Festival925.00
Notts County Cl32001847Stationery120.28
Opus Energy68067118Pavilion Electricity123.94
Adlard Print17940A5 Leaflets for CCR – Coronavirus4210.00
Kents60548March Maintenance1880.00
Rushcliffe Borough Cl70769080Legal Fees Hollygate Allotments1640.00
Talktalk20721659Phone and Broadband136.54
HSBC Bank Charges16.50
Vodafone417254417Mobile Telephone119.20
Foodworks Refund Cotgrave Festival950.00
Chin Chin Gin Bar Refund Cotgrave Festival950.00
RCVS Grant for CCR (Covid-19)11000.00
  SUB TOTAL 60258.64
Notts CC92432788March 2020 salaries19165.49
Veber1285-47590Data Back Up113.20
Talktalk20831818Phone and Broadband136.02
Arty Sparkles Refund for Cotgrave Festival925.00
Wooden Words Refund for Cotgrave Festival925.00
Darceys Refund for Cotgrave Festival928.00
Little Schanuzer Coffee Refund for Coffee Festival950.00
Slides n rides Refund for Cotgrave Festival950.00
Kents60680Refund for Cotgrave Festival950.00
UK Fuels1043516Fuel1129.65
Cotgrave Futures291Muga Electricity113.28
Rushcliffe Borough Cl70770994Quarterly Rent Grassmere168.75
Streetwise17497Empty Bins-Inspections-Warden Service1803.88
Rushcliffe BC70771006Quarterly Rent Eastmoor166.25
Rushcliffe BC70771015Quarterly Rent The Green168.75
Opus Energy Bank Charges125.85
Rushcliffe Borough Cl70771042Quarterly Rent Studio 3131410.00
CISWO2007Sportsground Rent1856.45
Clerks Direct LRC Subscription112.00
Rushcliffe BC91737925Rates – Store/ Premises 20201107.29
Rushcliffe BC91737934Rates – Store/Premises 20201150.92
Rushcliffe BC91737943Rates –  Office Premises 20201886.70
Rushcliffe BC91737952Rates – Store/Premises 20201199.60
Vodafone423310491Mobile Telephone119.65
J Stephenson Zoom Licence171.94
Cotgrave Super Kitchen Grant1335.00
Water Plus Burhill Allotments1197.78
WPS Insurance Insurance for Ride on Mower128.00
UK Fuels Fuel166.29
  SUB TOTAL 17,049.56
  TOTAL  77,392.28


“That the income totalling £122,874.08 received since the last meeting, as re[produced below, be noted.

Income Received

FebruaryNatWest BankCompensation366.20
 NatWest BankInterest40.46
MarchFestival RidesCotgrave Festival50.00
 Allotment RentsBurhill Allotments60.98
 Allotment RentsHollygate Lane Allotments632.00
 Nat West BankInterest35.24
 Notts CCLocal Improvement Scheme Grant3750.00
AprilAllotment RentHollygate Lane Allotments274.47
 Allotment RentBurhill Allotments48.39
 Allotment RentForest Close Allotments50.43
 HMRCVAT Refund13,408.41
 Rushcliffe BCPrecept104,197.00

Financial Statements

Members considered the Statements for March, as reproduced at the back of the Minute Book.

At the end of March 2020 Council had £17,688.97 in the Co-op account, £67,313.62 in the HSBC Account and £201,007.45 in the NatWest Account.

Annual Return

The Clerk informed Council that the Annual Return had been extended to November 2020, but she was confident that the AGAR would be ready to be signed at Council’s meeting in June and the Internal Auditor was expected to review the accounts following the council meeting hopefully in June or early July, so they can be sent to the External Auditors.

Annual Town Meeting/Annual General Meeting

The legislation has been amended to now allow the Annual General Meeting of Council, to be carried out virtually, but this meeting must take place during the month of May.  The AGM includes the election of Chairman and Vice Chairman for the following year, but can be deferred until next May.

The current Chairman, Councillor S Gardner and Vice Chairman, Councillor D Stothard, stated that they were happy and willing to continue in these roles for the forthcoming council year, 2020-2021.

Resolved: “To approve that Councillor S Gardner continues as Chairman of Council and Councillor D Stothard as Vice Chairman of Council until May 2021.

The Annual Parish Meeting is still required to be a physical meeting and the new legislation therefore does not include this meeting, but the new guidelines from the government have allowed councils to the defer this meeting to May 2021.

Councillors L Healy joined the meeting at 7.29 pm.

Meeting Dates for 2020-2021

Councillors were copied into the suggested dates of meetings for 2020-2021.

Resolved:                     “To accept the schedule of meetings for 202-2021”.

Council Insurance Policy 2020-2021

Council noted that the insurance policy was due for renewal on 1st June 2020 and that we are currently in a three-year agreement. This is year two of the agreement.

Grass Mower

A member of the ground staff has been trialling a John Deere ride on mower for the last week and has found it very effective and it allows for increased productivity due to the decrease in time it take to cut the grass and the traveling between sites.

The mower is offered for purchase with a trade-in of the Teagle mower not now used by council. The trade-in value is £500 off the purchase price of the ride-on mower

Resolved:   “To approve the purchase of a John Deere ride-on-mower at a cost of £4,000.00 with the trade-in allowance”


Ministry of Housing, Communities & Local Government

A letter has been received from Rt Hon Robert Jenrick MP, the Secretary of State for Housing, Communities and Local Government thanking parish and town councils for supporting their communities during the Covid-19 pandemic

Post Office

The Clerk had been advised that the correspondence received from the Post Office had been sent in error and no changes to the location or services provided by Cotgrave Post Office will be changing. The Post Office will re-open as soon as it has dried out and the new floor is fitted after the water burst outside.

Clerks Reports

Following on from the UK Government’s Covid-19 Recovery Strategy document, the first possible date staff would be able to return to the Council Office could be 4th July.

A deep clean of the office would be required before any member of staff could return to the office. The Clerk will speak with the Leisure Centre Manager regarding a deep clean.

Councillor K Chewing stated that the office staff should continue to work from home as much as possible.

The Clerk suggested that once the staff are able to return to work within the office, the shifts could be split between her and the Administration Manager. The Clerk would work for three days a week in the office and the Administration Manager 2 days a week, the remainder of the time they will be working from home.

A full risk assessment will need to be completed prior to any council staff returning to work in the office.

Councillors Reports

Councillor Shaw had been asked by a school Governor of the Church of England School if they could borrow Council’s marquee for when they re-open the school? This would add to their facilities to help with social distancing.

Resolved          :           “To agree to loan the marquee to the Church of England School”.

Councillor also stated his disappointment in the response from the Police when calling 101.  Motorcycles are continuing to be ridden in the wood at Devils Drop and several residents have called 101 and the motor cycles have continued to ride in the area.         

The police have not been seen to attend this area.

Councillor Shaw raised the issue of the unpaid invoice from Rushcliffe Borough Council for the maintenance of the pitches on Madisson field.

The Clerk had been in discussion with a Borough Council Officer regarding this prior to the lockdown and will be continuing discussions.

Councillor R Butler also said that his has every sympathy with resident regarding the motorcycles in the woods.

He also informed Council that Nottinghamshire County Council has a Support Fund for organisations and charities with the County during Covid-19 pandemic and encouraged these organisations to apply if they needed any funding.  The RCVS and Super Kitchen has already received some funding. Information was available on the Nottinghamshire County Council website.

Councillor Stothard raised the issue of the new dog foul and fly tipping signs that had appeared in Cotgrave on greenspaces, they do not seem to be positioned very well.

These signs have been installed by Rushcliffe Borough Council.

Councillor Stothard also mentioned that the recycling bins have been moved from the car park at the back of the Shopping Centre to the front of the new shopping centre car park and that they look unsightly.

The bins have been moved in readiness for the rebuild of the new shop units.  Councillor Stothard asked if they could be moved to a better position.

Councillor Brumpton enquires if the grass cutting at the Cemetery was just a cut and drop or if a box cut service could be provided.  The Clerk advised that Council pay for a cut and drop service of the grass cutting.

Councillor Stothard said there has been lots a negativity regarding the grass mowing of the Cemetery.  The Clerk will consider if the ground staff could also mow over the grass in-between the contractors visits to the site.

Councillor K Chewings asked if Council could pay extra for a box cut and that also some of the pots in front of the headstones are moved during the mowing and not replaced afterwards.

Councillor Brumpton also wish to thank council for their support over the previous months during an illness and her not being able to attend Council meetings.

Councillor K Chewings had had a request if the pit trucks could be planted up with flowers, and asked if this could be added to the agenda for Council meeting on 10th June?

Councillor K Chewings asked if the staff needed any support whilst working from home.

The Administration Manager asked Council if they would like her to produce an edition of the newsletter and if so if Council could purchase Publisher programme for her computer at home?

0734     The Clerk suggested that should Council purchase a laptop for the Administration Manager so that she did not have to use her own personnel computer.

Resolved          :           “To purchase a lap top and Publisher programme “.

Councillor K Chewings also asked if the Clerk can write to the park keepers and ground staff to make sure that they have everything they need to be able to carry out their work during the pandemic.

The Clerk is in regular contact with the ground staff and cleaning equipment, gloves and other safety equipment has been ordered, some is on back orders.

Councillor K Chewings enquired it any legislation had changed regarding the receiving of councillor absences during the COVID-19 pandemic for those councillors who do not have computer access.

The Clerk is not aware of any changes but would ask the Rushcliffe Borough solicitor.

Councillor L Healy said that once the building of the new shop units on the Shopping Centre were complete, the recycling bins would return to their original position within the car park.

Councillor Healy also said that the car parks at the Country Park and the Grantham Canal had now been re-opened as from today, 13th May.

There being no further business the meeting closed at 8.25pm.

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.

At Council Meeting held on 13th May 2020

1 Church Lane, Cotgrave, NG12 3HR – proposed removal of an existing external door and replace it with a timber window, addition of bathroom velux window, replacement of timber windows with double glazed timer windows, addition of boiler flue, removal of existing internal Formica board and re-plaster of existing walls

The Old Rectory, Rectory Road, Cotgrave, NG12 3HU – installation of a 40kW air source heat pump system comprising of 3 x Stiebel Eltron WPL25 units.

6 Mensing Avenue, Cotgrave, NG12 3HY – construction of extension to first floor rear dormer window and rear ground floor corner extension.

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

Permission Granted

The Nottinghamshire Golf and Country Club, main Road, Cotgrave, Nottingham, Ng12 3HB – T25- Sycamore Fell.  T26- Missing- Fell.  T27- Poplar- Fell.  T28- Lime-Fell.  T29 Lime-Fell.  Replacement/replanting of Festigate Hornbeams 4m high.

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