Present:
Councillors D Stothard (Vice Chairman), H Brumpton, R Butler, K Chewings, D Eldridge, S Ellis, B Handbury, L Healy, N Monday, C Patterson, I Shaw and A Simpson.
Apologies Received:
Councillors M Chewings, S Gardner, C Jeffreys and D Wilkie
In Attendance:
The Town Clerk, Administration Manager (Cotgrave Town Council)
The meeting was held at virtually, via Zoom, and commenced at 7pm.
Apologies
0935
Councillor D Wilkie had requested an extended period of absence due to ongoing health issues.
0936
Resolved:
“Council to give Councillor D Wilkie a three-month period of absence, covering the meetings taking place in November, December 2020 and January 2021.”
0937
This will be reviewed again at Council Meeting being held on 13th January 2021.
0938
The apologies given were approved.
Declarations of Interest
0939
Councillor Brumpton declared an interest in agenda item 10 Allotment Charges and Terms and Conditions of Tenancy for 2021.
Public Open Session
0940
No members of the public were present.
Minutes of the Town Council Meeting held on 2nd September 2020
0941
Councillor S Ellis wished to note that his address had been given as 9 Poplar Close, when in fact it was 8 Poplar Close. This will be amended.
0942
Councillor K Chewings stated that at the meeting of 2nd September Council had resolved to accept the apologies for Councillor M Chewings due to him not being able to attend the meeting via Zoom, for as long as the meetings continued to be taking place remotely.
0943
The Clerk reiterated that if Councillor M Chewings gave his apologies, and these were accepted by Council his position as a councillor was secure.
0944
The Clerk will again share the information she had received from NALC regarding attendance at remote meetings to all councillors
0945
Resolved : “That the minutes of the previous meeting held on 2nd September 2020 be received and
confirmed as a true record”.
Progress
0946
M853 Hot Pots
The Clerk had been informed that the old Hot Pots café is possibly becoming a Pizza outlet, this has not officially been confirmed.
0947
Councillor R Butler said that he was pleased that the premises were being taken up by a business.
0948
M0854 Memorial Bench on Woodview
Rushcliffe Borough Council did not have any issues with Council placing a bench on the grassed area in front of the Leisure Centre.
0949
The Clerk had written to neighbouring properties to ask if any of them had any issues with the bench being placed in the location. No replies had been received and the Clerk will proceed and order the bench.
0950
M0868 Positive Futures
Cotgrave Town Council have provided funding for Positive Futures for their apprenticeship scheme, which also gave Cotgrave afterschool clubs, sports sessions, and holiday activities. The last project runs from January 2017 to December 2020.
0951
The Clerk as if Council wished to continue to support the Positive Futures programme for the next 4 years or if they wished to make enquiries regarding the Fitness First programme that was put to Council at the meeting in September.
0952
Councillor K Chewings said that Cotgrave has always been very happy with the programme that Positive Futures had provided in previous years and asked if the Clerk could open discussions with them regarding continuing the programme of activities in Cotgrave.
0953
M0875 Cotgrave FC
The Club had now made the first payments for the hire of the sports ground and pavilion.
0954
Councillor K Chewings stated that Council had resolved to ringfence the income for the future use for Cotgrave FC and this had not been included in the minutes of the meeting of 2nd September 2020.
0955
Council had received a letter of thanks for the funding they had been provided for the refurbishment of the sports pavilion, which is now complete, and an invitation to attend their first match of the season and view the works that had taken place had also been received.
0956
M0882 Great British September Clean Up
Due to new Covid-19 restrictions, Council had agreed not to go ahead with the clean-up planned for Saturday 26th September and hoped to be able to arrange an event in the future.
0957
M0893 Remembrance Day, Sunday 8th November 2020
John Ludlam, Chairman of the CBOC branch of the Royal British Legion had been in discussion with the Rector of All Saints Church regarding the service.
0958
There will be one service to take place in the Church, with invited guests only, this will include a representative from Cotgrave Town Council. The service will not include any children from the Brownies, Scouts, St John Ambulance etc. The wreaths will be placed in the church and moved to the War Memorial in time for 11th November.
0959
The Church plan to livestream the service via YouTube and this will also be available on the Church website. A practice run has taken place today.
0960
Councillor K Chewings said that he had purchased a go-pro and was willing to help with the livestream if needed.
0961
M0895 Christmas Tree
It has been advised from the supplier that the tree that was supplied last year was in fact 4.5 m and not the 18ft tree that had been requested from Council.
0962
The Clerk had obtained quotations for several sizes of trees, but if a bigger tree was to be purchased this could only be put in place by using a cherry picker or forklift, as the shopping centre surface and access was not suitable for heavier vehicles.
0963
Council agreed to purchase a 20ft Christmas Tree for 2020 and investigate the possibility of purchasing a different design of tree for next year.
0964
M0904 CCTV
The CCTV on the shopping centre is now up and running and recording and is fully covered by the Information Commissioner.
0965
There had been two incidents on the shopping centre in the last week and the Police had now been given copies of the CCTV for both incidents.
0966
M0912 Nottinghamshire County Council – Recycling Centre
Councillor R Butler commented that the potential recycling centre had been discussed at Nottinghamshire County Council committee meeting and they had agreed to go ahead with the planning application for the siting of a recycling centre. He had raised several concerns regarding the location of the facility, and these would be taken into consideration. Surveys will be carried out and residents consulted.
0967
Councillor K Chewings was disappointed that the resolution that Council passed at the meeting on 2nd September, to write to the County Council sharing Council’s disappointment that they had not been contacted directly prior to information being released to the public via a press release.
0968 The Clerk will write to the County Council this week.
0969 M0920 Barratt Homes
The Clerk had asked if a representative from Barratt Homes could attend the Council meeting on 11th November.
0970
Council asked if this can be dealt with at an Extraordinary Council Meeting in November rather than at the full council meeting.
0971
The Clerk will ask the Chairman to call for an Extraordinary Council Meeting to invite Barratt Homes to discuss their next phase of building in Cotgrave.
0972
M0932 Bench on Madisson Field
The Clerk had not been able to order the bench as the company were out of stock of the fixing required to fix the bench into the ground. Once these were in stock she will place the order for the bench.
0973
M0934 Hedge Corner of property on Chennel Nook
The hedge had now been cut back.
0974
M0935 Quad Bikes
Quad bikes had been spotted on Woodview and on Owthorpe Road area of Cotgrave.
Councillor Butler informed council that the Neighbourhood Watch had put out a message asking residents what concerns they had in Cotgrave, and he had raised this issue with them.
This was also an issue with lots of other villages in throughout the borough.
Planning Minutes
0975
Resolved : “To confirm the planning minutes recorded the decisions taken by the Council and those of
the Planning Authority.”
Financial Matters
0976
Payments
Resolved: ‘’That the payments made since the previous meeting totalling £28,981.76 as recorded below
be approved and the invoices awaiting payment be paid’’.
| COTGRAVE TOWN COUNCIL 14th October 2020 | ||||
| Notts County Supplies | 82000871 | Litter Pickers | 1 | 87.31 |
| M Dutton & Son | 13690-58 | Service Kioti/Deck Mower | 1 | 651.71 |
| Vodafone | 447590052 | Mobile Telephone | 1 | 19.65 |
| Meerkat.com | 5960 | Broadband for CCTV | 1 | 183.84 |
| Vale Skip Hire | Skip for Burhill Allotments | 1 | 190.00 | |
| Arco | 938985346 | Safety Boots | 1 | 63.90 |
| Atkins | 140 | Service Office Air Conditioning Units | 1 | 60.00 |
| Roffesoft | 6722 | CCTV Network setup | 1 | 216.00 |
| SLCC | 13258 | Virtual National Conference | 1 | 30.00 |
| UK Fuels | 1052999 | Fuel | 1 | 175.55 |
| Veber | 47852 | Data Back up | 1 | 13.20 |
| Waterplus | 4049167 | Forest Close Allotments | 1 | 29.11 |
| Waterplus | 404980 | Burhill Allotments | 1 | 395.42 |
| Notts CC | 92486405 | August Salaries | 1 | 8865.42 |
| Vale Skip | Skip Hire Burhill Allotments | 1 | 190.00 | |
| DALC | 2466 | Chairman Training – Cllr Stothard | 1 | 50.00 |
| Meerkat.com | 6001 | Broadband for CCTV | 1 | 59.40 |
| Opus Energy | 69142805 | Pavilion Electricity | 1 | 66.09 |
| Rialtas | SM22284 | Data Back Up | 1 | 288.00 |
| Rialtas | SM22283 | Omega Cashback Licence | 1 | 213.00 |
| Rialtas | SM22046 | Asset Inventory Licence | 1 | 145.20 |
| Sublime Shine | 541 | CTC and C Futures Window Clean | 1 | 61.98 |
| J A Kents | 61369 | Grounds Maintenance September | 1 | 880.00 |
| George Brook | Removal of tree on the Green | 1 | 325.00 | |
| NCC Pension Fund | Pension Deficit | 1 | 5944.00 | |
| Notts CC | September Salaries | 1 | 9202.85 | |
| Talktalk | 21380853 | Broadband and Phone | 1 | 38.58 |
| HSBC | Bank Charges | 1 | 6.50 | |
| Mrs J Stephenson | Flash Drives | 1 | 23.49 | |
| Arco | 939001976 | Safety Boots | 1 | 126.55 |
| Hags SMP | 72007 | Fitness Equipment Safety Sign | 1 | 176.64 |
| Notts CC | 92003741 | Bin Bags, Stationery | 1 | 39.64 |
| Talktalk | 21380853 | Business Broadband and Phone | 1 | 38.58 |
| Vodafone | 453616990 | Mobile Phone | 1 | 19.65 |
| HSBC | Bank Charges | 1 | 6.50 | |
| 28,981.76 |
0977 Income
Resolved: “That the income totalling £105,731.62 since the last meeting, as reproduced below.
Income Received
| 28.8.2020 | NatWest | Bank Interest | 1.54 |
| 4.9.2020 | Rushcliffe Borough Cl | Grass Cutting | 281.44 |
| 16.9.2020 | Allotment Rent | Plot 15a Burhill | 27.55 |
| 16.9.2020 | Allotment Rent | Plot 15b Burhill | 27.55 |
| 22.9.2020 | Rushcliffe Borough Cl | Litter Clearance Shopping Centre | 846.14 |
| 15.9.2020 | Allotment Rent | Plot 34a Burhill | 27.55 |
| 15.9.2020 | Allotment Rent | Plot 34b Burhill | 27.55 |
| 25.9.2020 | Allotment Rent | Plot 26 Hollygate Lane | 14.46 |
| 25.9.2020 | Rushcliffe Borough Cl | Precept | 104,197.00 |
| 30.9.2020 | Rushcliffe Borough Cl | Grass Cutting | 281.14 |
| TOTAL | 105,731.62 |
Financial Statements
0978
Members considered the Statements for August as reproduced at the back of the Minute Book.
At the end of August 2020 Council had £23,332.41 in the Co-op account, £75,725.52 in the HSBC account and £201,077.45 in the NatWest account.
Grants
0979
Council had received a letter from Cotgrave Open Gardens regarding a grant Council had awarded them for use for the 2020 Open Gardens event, which did not take place due to COVID-19 lockdown.
0980
At their recent meeting, the Cotgrave Open Gardens group have agreed not to hold a 2021 event due to the ongoing Covid-19 disruption therefore making any planning very difficult.
0981
As they had not used the grant, they have asked if the granted needed to be returned to Council.
0982
Resolved : “To write to the group and ask that they return the grant but also say that if they needed any
grant to help sustain the group or for future events to contact Council again.”
0983
At its meeting held on 2nd September, Council considered a grant from Cotgrave Community Garden for the purchase of a poly tunnel. They had forwarded Council additional costing for the poly tunnel.
0984
Council were very concerned that the poly tunnel may be a cause for anti-social behaviour and vandalism, and it would need to be insured.
0985
The Clerk will write to the group and ask if they have security measures in place and are able to insure the poly tunnel.
Allotment Rental Charges and Terms and Conditions of Tenancy for 2021
0986
Council considered the allotment charges and terms and condition of tenancy for all council’s allotment sites for 2021.
0987
Some changes had been made to the terms and conditions to now include more detailed information on inspections of the allotments and also to now include for a £50 bond to be paid for all new allotment tenancies from 1st January 2020. This bond will be refunded when a tenant gives up their tenancy, and only if the plot has been a good condition as per the new conditions of tenancy.
0988
Resolved : “To approve the charges and terms and conditions of tenancy for the allotments at Burhill,
Forest Close and Hollygate Lane for 2021.”
Greater Nottingham Strategic Plan
0989
Council had been forwarded information on the Greater Nottingham Strategic Plan and decided that a working group would be formed for when, and if this should be needed.
0990
Councillor R Butler said that the plan is being led by Nottingham City Council and all borough councils will be able to report on it. The report is for the potential preparation of the plans for 2028 to 2038. Several sites have been mentioned for Cotgrave, but these may not be the actual sites that are used. More information will be available in due time and all councils will be invited to be part of the consultation process. The group will be known as the JPAD Group (Joint Planning Advisory Group).
0991
Resolved : “To form a working group consisting of Councillors K Chewings, S Ellis, N Monday, I Shaw
and D Stothard.”
Nottinghamshire County Council – have your say on the future of local Government
0992
The agenda item was not discussed as this consideration has now been removed. The request made to Government by Nottinghamshire County Council to start the process of becoming a unitary council has been formerly withdrawn. All the borough councils which are part of Nottinghamshire County Council had written to Government to state that they were not being consulted and were not in favour of this happening.
Rushcliffe Borough Council – Flood resilience Store Grant Scheme
0993
Council had been copied into an email from Rushcliffe Borough Council’s Emergency Planning Officer, encouraging parish council to make an application for the community flood resilience store grant, following on from the impact on communities by the floods last November.
0994
The grant is for up to £1050 to help provide flood protection resources directly in communities and can be used to fund flood protection items such as sandbags.
0995
Resolved : To apply for a flood resilience store grant.”
Cotgrave Town Council Office Provision
0996
The Clerk had made enquiries regarding office provision at the Business Hub on Cotgrave Shopping Centre and Rushcliffe Borough Council have agreed that Council would be able to rent a suite at the Business Hub.
0997
Council all agreed that this was a wonderful opportunity, this would also give Council 24/7 access to the office, which is not currently possible being located with the Leisure Centre building,
0998
Council had been copied into the draft Heads of Terms for the letting of Suite B. The rent will be based on a 6-year review, and a service charge will be levies to cover maintenance of parts of the property and estate used in common.
0999
Councillor K Chewings queried if Council would still be able to keep the garage, stores, and archive room at the Leisure Centre was possible and would the cost be covered under the annual leisure centre contribution paid to the Borough Council by Cotgrave Town Council?
1000
Councillor K Chewings asked if a formal legal agreement could be made available for council to sign for these facilities.
1001
The clerk informed that this was being discussed but business rates would still need to be paid on these facilities’
1002
Resolved ; “To agree to proceed with the letting of Suite B at Cotgrave Business Hub.”
1003 It is expected that it will take a couple of months before a complete move from the Leisure Centre to the new office can be completed.
1004 Councillor K Chewings asked when the move had been completed that the window of the new office would clearly show the Cotgrave Town Council logo.
Fireworks Display 8th November 2020
1005
The Clerk had received three quotes for the fireworks display, that Council had agreed would still be taking place on Sunday 8th November. Due to this being the same date at Remembrance Sunday, the first minute of the display will reflect the occasion by having red fireworks.
1006
The display will take place in a central location in Cotgrave, and residents will be able to view these from their own gardens.
1007
Information will be put out on the Council website, notice boards and through the school newsletters.
1008
Councillor N Monday commented that he was not entirely in agreement with Council spending money on a display in the current times with many people suffering hardship.
1009
A vote was taken and 7 councillors were in favour of continuing with the plans for the fireworks display at Council’s original budgeted amount, to take place on Sunday 8th November.
1010
Resolved : “To order the fireworks at a cost of £2,300, as per the budgetfor Sunday 8th November 2020.
Pensioners Christmas Meal
1011
Councillor Healy gave an update on the Pensioners Christmas Meal for 2020.
1012
The Super Kitchen, (now re branded at the Cotgrave Community Kitchen) was able to provide a meal for up to 150 pensioners, to take place over two days, Thursday 10th and Tuesday 15th December. The Cotgrave Welfare and the volunteers were available for these dates. They had also provided an extensive menu which includes for a Christmas goodie bag. The hot meals will be delivered to residents’ homes.
1013
The residents will not have to contribute towards the cost of the meal this year and council will pay £2015 for the cost of the meals.
1014
Council agreed that the £2 donation which would normally be charged for a Christmas meal would not be required for this year.
1015
More volunteers would be needed on the day to help deliver the meals. Councillor
K Chewings said he would be available on Thursday 10th December.
1016
Councillor L Healy will meet again with the Clerk to discuss the logistics and advertising the event.
1017
Councillor K Chewings said that Council would need to have a policy in place for the volunteers.
Litter Signage
1018
Council had been copied into a copy of a sign for deterring litter, which was being used by other Councils.
Council asked the Clerk to obtain some costings for the signs.
Covid-19 Policy – an update
1019
New information had been received from Rushcliffe Borough Council regarding Nottinghamshire now being in Tier Level 2 (High).
1020
These changes did not impact on Council staff and they are currently carrying out their duties.
1021
The posters that had been supplied had been added to the Council website and will also be placed onto the Notice Boards within Cotgrave.
1022
The Council Office now has a Track and Trace QR code for anyone visiting the office to scan in to, as well as a paper copy for those without QR code reader.
1023
Staff are regularly asked if they have everything, they need to carry out their job safely, ie gloves, masks, soap, hand sanitiser.
Telephone Box on West Furlong
1024
Council’s solicitor had been asked to advise on the legality of the potential purchase of the telephone box located on West Furlong, to be used to put in an additional defibrillator.
1025
The phone box would be “sold as seen”. The power supply for the box can remain the responsibility of BT or Cotgrave Town Council can take ownership of the power supply. Council will be responsible for any future upkeep/maintenance of the phone box.
1026
Council had been forwarded several photographs of the phone box, which at this time was in a reasonable condition.
1027
Council would like to take over the electricity supply as part of the adoption to Cotgrave Town Council.
1028
Resolved:
Council were all in favour of the purchased of the telephone box for the purposes of installation a defibrillator and authorised the Clerk to engage Council’s solicitor, if needed and to obtains costs for a defibrillator from Community Heartbeat.”
Grassmere Play Area Working Group
1029
Councillor D Stothard gave an update on the working group, which had met at the park to discuss the potential of replacing some of the outdated equipment.
He had also contacted several play equipment suppliers to see if they would be able to provide some costings for new equipment.
1030
The group would need to meet up again to discuss budgets etc and Councillor K Chewings would work on a business case for the project. Costs of the replacing the bark are in excess of £4000 every two years.
1031
Grassmere play park is still closed due to the vandalised equipment and will remain closed until the repair has been completed due to the broken equipment having a large spike which cannot be removed.
1032
A quotation had been obtained for the replacement of the seesaw that had been damaged.
To replace the whole piece would cost £2,060. The Clerk asked if Council would like to claim this under Council’s insurance, with an excess of £250.
1033
Resolved:
“To claim the cost of £2,060 for the replacement of the vandalised seesaw on Grassmere Play Park.”
Correspondence
1034Crime Figures
| Date | Location | Crime |
| 02/06/20 | Scout Camp Hollygate Lane | Mini bus extensively damaged cash and sweets stolen |
| 03/06/20 | Orchard Drive | Motorbike stolen whilst on test ride |
| 07/06/20 | Hollygate Lane | Car key break vehicle stolen off driveway |
| 07/06/20 | Chestnut Drive | Vehicle broken into and searched |
| 27/06/20 | Cotgrave Leisure Centre | Youths broken in via fire exit |
| 19/08/20 | Cotgrave Shopping Centre | MUGA robbery (offenders identified, arrested and on police bail) |
| 26/08/20 | Bowls Club Woodview | Window forced and building searched |
1035
Nottinghamshire County Council
A media release had been received from Nottinghamshire County Council regarding progress on flooding works in the County.
Clerks’ Reports
1036
The Clerk had arranged for a tree survey to take place on all trees within Council’s property (owned and leased). This is needed for Council’s insurance.
1037
A tree on the Green had recently been removed due to it leaning and another tree fell by the side of the play park in high winds, another tree next to it was also removed due to its condition.
1038
The Clerk had received correspondence regarding High Street Ambassador for the Rushcliffe area.
1039
The duties of the role would include patrolling the main towns of Rushcliffe, welcoming visitors to the area, and advising the public on Covid-19 regulations.
1040
Councillor K Chewings said that he thought that this role should not be the responsibility of Council, any of its staff or residents of Cotgrave.
1041
The Clerk asked Council if she could have permission to ask RBS to install the accounts system onto the Administration Manager’s laptop as well as her own. This would help with the workload whilst they were both still sharing the office and working from home.
1042
Resolved:
“To agree to install the accounts system onto the second laptop at a cost of £130 pa.”
1043
Following on from Council’s letter to the Chief Constable of Nottinghamshire Police, the Clerk had received a visit in the office from Inspector C Berry, PCSO P Evans and the new Beat Manager PC Paul Henson.
1044
Inspector Berry informed the Clerk that Cotgrave was not the only Council in Nottinghamshire to have written to the Chief Constable regarding policing matters. He also stated that there was now increased police activity in Cotgrave, and last Friday they had moved some young people on from the shopping precinct. Nottinghamshire Police were currently rolling out Project Reacher and this would be coming to all parishes. This project deals with ASB, drug dealing and growing, vehicle issues and any other issues local to within the area.
1045
Council had invited the police to attend a council meeting at the beginning of lockdown, but they said that they were not able to do this safely via Zoom, this is now not the case and should be able to attend at Council meeting.
1046
Councillor K Chewings was not happy that the police had attended the office with just the Clerk and that Chairman of Council, or another representative of Council should also have attended the meeting. The Clerk informed Council that she originally received an email from PCSO Evans that he wished to visit the office for an update and was not expecting anyone else.
1047
Council asked the Clerk to invite the Police to attend the next Council meeting being held on 11th November 2020.
Suspend Standing Orders at 9.01 to allow the meeting to continue for a further 5 minutes.
Councillors Reports
1048
Councillor Simpson asked now that the power has been reinstated to the lamp column at Grassmere Park if the CCTV cameras was now working?
1049
This camera was part of the old system and is not connected to the new system installed at the shopping centre.
1050
Councillor H Brumpton asked if anyone had considered if Cotgrave Futures could be painted to match the colour of the new buildings on the Shopping Centre.
1051
This would be a matter for the Trustees of Cotgrave Futures.
1052
Councillor N Monday asked if anyone new why the road surface works on White Furrows had stopped at the junction of Daisy Close?
There being no further business the meeting closed at 9.06pm
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.
038 At Council Meeting held on 14th October 2020
20/02282/FUL Woodend Farm, Owthorpe Road, Cotgrave, NG12 3PU – construction of
agricultural building (machinery store).
20/02367/FUL 28 Green Platt, Cotgrave – constructions of enclosed porch with disabled
ramp.
20/02290/LBC 1 Church Lane, Cotgrave – repairs to timber frame and timer floor joists and
rebuilding of brickwork infill on east elevation, installation of services and
internal alterations.
20/02398/TPO 1 Fields View, Cotgrave – T1 and T2 two stem sycamores – fell to height of
fence.
20/02459/FUL 17 Glenbrook, Cotgrave, NG12 3LY – construction of two storey rear
extension and single storey front extension. Demolition of existing
conservatory.
Rushcliffe Borough Council, the planning authority, has forwarded the following decisions: –
039 Permission Granted
20/01917/FUL 6 Bonnymead, Cotgrave, Nottingham, NG12 3QH – erection of two storey
side extension including porch with render finish. Conversion of integral
garage to living space with first floor extension.
040 Applications Withdrawn
20/02290/LBC 1 Church Lane, Cotgrave, Nottingham, NG12 3HR – repairs to timber frame
and timber floor joists and rebuilding of brickwork infill on east elevation,
installation of services, and internal alterations.
Chairman: ………………………………….. Signed as a True Record (Date): ……………………………