Please note minutes remain in draft form until approved a the next council meeting.
Present :
Councillors D Stothard (Chair), R Butler, K Chewings, D Eldridge, S Ellis, L Healy, C Jeffreys, N Monday, C Patterson, and A Simpson.
Apologies Received :
Councillors H Brumpton, M Chewings, S Gardner, B Handbury, M Myles and I Shaw.
Attendance :
Julie Stephenson (Town Clerk), Jane Pick (Administration Manager) – Cotgrave Town Council and PC Cai Kemish (Notts Police)
The meeting was held at Cotgrave Methodist Church and commenced at 7.00pm
Apologies
2713 The apologies received were approved.
Declarations of Interest
2714 Councillor C Patterson declared an interest in Agenda Item 9, grant request from Cotgrave
Methodist Church.
Public Open Session
2715 PC Cai Kemish from Nottinghamshire Police attended the meeting to give Council an update on crime statistics and anti-social behaviour for Cotgrave.
2716 The statistics given covers the area of Cotgrave and Wiverton. During 2021 there was 706 crimes reported which includes domestic incidents. So far in 2022 (January to November) 516 crimes were reported. 379 of the incidents for Cotgrave and imminent boarders includes criminal damage, vehicle crime, theft offences, arson, and drug related incidents.
2717 Anti-Social Behaviour and criminal damage has dropped off in recent months as has the incidents of off-road bikes in the woods behind The Dial, following police off road patrols in the area.
2718 The Police have been in contact with the Youth Club in Cotgrave and are arranging some football engagement days for the young people. Engagement days have also been arranged with Cotgrave Angling Club , this will include information of the laws of fishing and legislation. Extra patrols have been carried out after reports of some illegal fishing.
2719 The Police have also been continually active on social media, which gives lots of information regarding neighbourhood policing in the Rushcliffe area.
2720 A week of action on drink-drug driving, using mobile phones whilst driving, uninsured and untaxed vehicles has been taking place during December.
2721 PC Kemish also reported that following an incident on Remembrance Sunday, a person has been identified and spoken to by the Police, who are dealing with the incident.
2722 The Chairman thanked PC Kemish for attending the meeting and giving the update.
Accuracy of the minutes of the meeting held on 7th December 2022
2723 Councillor Stothard asked if minute number 2702, Cotgrave FC, the date should have read September 2023 not 2022.
2724 Resolved :
“That the minutes of the meeting held on 12th October 2022 be received and confirmed as a true record.”
Progress Council Meeting held on 7th December 2022
2725 M2683 Fuel Costs
Councillor K Chewings said that there is a business case to look at replacing Council’s tractor that is using a lot of fuel compared to the utility vehicle. This item will be included onto a future agenda.
2726 M2686 Payments Made
Councillor Healy queried the 3 payments for the emptying of the dog bins. The payments came in one month due to a change in management at Streetwise.
2727 M2696 Christmas Lights Event
Councillor Healy asked if the two stalls that did not turn up at the event, had paid for their stalls and if so had this been refunded or not. The two stalls had not paid the pitch fees.
2728 M2710 Cash Machine at Co-op
The Clerk had not yet spoken to the Co-op regarding the cash machine.
Planning Minutes
2729 Resolved : “To confirm the planning minutes recorded and the decisions taken by the Council and those of the Planning Authority.”
Financial Matters
2730 Payments
Resolved: ‘’That the payments made since the previous meeting totalling £23,529.83 as recorded below, be approved and the invoices awaiting payment be paid’’.
| Date | Supplier | Inv. No | Item | Amount |
| 12.9.22 | Real Christmas Trees | 1000017368 | Christmas Tree | 595.00 |
| 7.9.22 | Resident | Safari Sale Stall Refund | 5.00 | |
| 21.10.22 | J A Kents | 64712 | October Grounds Maintenance | 960.00 |
| 14.10.22 | Three | 1358823781 | Mobile Phones | 29.78 |
| 26.10.22 | Notts CC | 92789076 | October Salaries | 11,046.05 |
| 2.11.22 | CCL School | Grant | 400.00 | |
| 3.11.22 | Mrs J Pick | Guy Competition Prizes | 60.00 | |
| 30.11.22 | UK Fuels | 1097660 | Fuel | 271.51 |
| 3.11.22 | Water Plus | 241054 | Burhill Allotments | 57.38 |
| 1.11.22 | Rushcliffe BC | 70976059 | Service Charge Suite F | 156.00 |
| 1.11.22 | Rushcliffe BC | 70976308 | Rent Unit 28 | 650.00 |
| 1.11.22 | Rushcliffe BC | 70975919 | Rent Suite F | 435.00 |
| 31.10.22 | Mick Dutton | 15005 | Fit new fan belt to Kioti Vehicle | 101.70 |
| 31.10.22 | Methodist Church | Room Hire 12.10.22 | 30.00 | |
| 8.11.22 | Big Bang | 2061122 | Fireworks 6.11.22 | 2000.00 |
| 7.11.22 | Christmas Stall | Refund | 30.00 | |
| 10.11.22 | Notts CC | Grant – Children’s Centre Toys | 200.00 | |
| 25.10.22 | Water Plus | 136616 | Unit 28 | 28.58 |
| 9.12.22 | Cotgrave Futures | 601 | Muga Electric Charges | 40.80 |
| 14.11.22 | RCAN | Membership | 114.00 | |
| 14.11.22 | Mrs J Pick | Reimbursement for Library Grant – Toys | 129.00 | |
| 9.11.22 | Elexcel | 11691 | Replace Timer on Muga Lights | 132.10 |
| 9.11.22 | Elexcel | 11688 | LED Bulbs for Muga Lights | 3233.88 |
| 9.11.22 | Blachere | 5155320 | LED Spark lights | 420.00 |
| 17.11.22 | Roffesoft | 7601 | CCTV Monitor | 225.76 |
| 21.11.22 | J Pick | Reimbursement for Library Grant – Toys | 54.00 | |
| 15.11.22 | Notts County Supplies | 112201568 | Paper, Diaries, Tape | 48.37 |
| 22.11.22 | K Mee | Santa’s Grotto Final Payment | 113.98 | |
| 22.11.22 | J Pick | Christmas Competition Vouchers | 140.00 | |
| 24.11.22 | Christmas Stall | Refund | 30.00 | |
| 22.11.22 | Baker Ross | 14495965 | Crafts Library Grant | 215.36 |
| 17.11.22 | Arco | 9443909288 | Coat, Gloves | 72.34 |
| 24.11.22 | J Stephenson | Transport of Pallets (bonfire) Christmas Tree (Labour) | 60.00 | |
| 17.11.22 | KPD Sounds | 2511222 | Christmas Market | 595.00 |
| 25.11.22 | The Entertainer | 3246 | Christmas Market | 652.80 |
| 24.11.22 | J Pick | Chocolate for Grotto | 19.20 | |
| 22.11.22 | SSE | Unit 28 Electricity | 84.84 | |
| 24.11.22 | Blachere | S155449 | Lights | 92.40 |
| TOTAL | 23,529.83 |
-4-
Income Received
2731
| 31.10.22 | NatWest Bank | Interest | 65.61 |
| 1.11.22 | Cotgrave FC | Rent | 155.00 |
| 8.11.22 | Rushcliffe BC | Watering Bushes rear car park | 1320.00 |
| 10.11.22 | Fosse Medicare | Grass Mowing | 44.40 |
| 25.11.22 | Various | Christmas Stalls x 12 | 260.00 |
| TOTAL | 1845.01 |
Financial Statements
2732 Members considered and approved the Statements for October 2022 as reproduced at the back of the Minute Book.
At the end of October Council had £35,988.85 in the Co-op account, £159,552.22 in the HSBC account and £201,293.73 in the NatWest account.
Budgets/Precept 2023/24
2733 The Clerk had prepared the first draft of the budget for 2023/24.
2734 Recommendation :
“To recommend Option 2 for Council to Budget/Precept for 2023/2024.
2735 Councillor S Ellis proposed that Council accept the budget for option 2 but remove the £2,000 contingency figure and also look at Earmarked Reserves.
2736 Resolved :
“That Council apply for a precept of £246,135 which equates to £101.13 per year or £1.94 per week for a band D property, which is an increase of 4.88%.”
2737 The increase is due to the exceptional rising costs of electricity, fuel and insurance and Council is using some funds from its reserves.
2738 Council will hold a working group consisting of Councillors K Chewings, L Healy, C Jeffreys,
A Simpson and R Butler, meeting on 25th January to discuss the Earmarked Reserves, this will be reported back to Council on 8th February 2023.
2739 Councillor Ellis thanked the Clerk for working and producing the budget.
Grants
2740 The Council had a remaining balance of £3,829.56 in the budget for 2022/23.
2741 An application for a grant of £400 has been received from Cotgrave Methodist Church for £400 towards the opening of their warm hub in Church.
2742 The Church has started to open for two days a week. 4 hours on a Tuesday and 3 hours on a Saturday under the Warm Spaces Initiative. They are open to everyone and are serving free drinks and soup in a warm environment. The have games available and volunteers who site with the guests to play games or chat as required. They also provide an opportunity for people to charge mobile phones and laptops if they need to.
2743 The Church is also liaising with the CCK and are using some of the left-over food, but they are also buying food on a weekly basis to supplement that given by the CCK.
2744 Councillor K Chewings suggested to approve a grant of up to £1,000. This would be paid as an initial £400 as requested, with £600 being kept in reserve if they require more funding for the Warm Hub. All councillors were in favour and
2745 Resolved :
“To award the Cotgrave Methodist Church a grant of £400, plus £600 to be paid at a future date , if required for the Warm Hub.”
Working Groups
Pensioners Christmas Meal
2746 Councillor L Healy said that everything was in place for the Christmas Meal on 21st December. An extra table had been added, so 160 would now be attending the dinner.
2747 The cost of the meal and transport was £4,900 and is within budget.
Cotgrave Futures
2748 The Administration for Cotgrave Futures had fixed new energy costs until November 2023.
2749 The Clerk mentioned that the outside lights and fittings were getting old and needed replacing, and suggested that these could be replaced by LED bulbs, which would be more cost effective.
Remembrance Day Parade 13th November 2022
2750 The Clerk had copied council into a report of an incident which took place on Remembrance Day. The person involved has been spoken to by the Police and is being dealt with.
2751 Recommendations :
1) Do Council wish to write to the company involved, sharing their dismay of the actions
of a member of their staff during the Remembrance Day Parade?
2) Following the incident, do council wish to consider the future of the Remembrance
Day Parade?
3) What amount of donation to council wish to give the Notts 4×4 Responders for
providing marshalling services at the event?
2752 Resolved : “Council wish for the Clerk to write to the company.”
2753 Resolved : “Council will review the parade at its meeting in September and it was suggested that Council liaise with the CBOC branch of the British Legion to review the 2022 parade.”
2754 Resolved : “To give a donation of £500 to the Notts 4×4 Responders.”
Civility & Respect/Dignity at Work Policy
2755 Council has received copies of the Civility and Respect Pledge and Dignity at Work Policy.
2756 By registering council are agreeing to the following statements:-
- Our council has agreed that it will treat all councillors, clerk and all employees, members of the public, representatives of partners organisations, and volunteers, with civility and respect in their role.
- Our council has put in place a training programme for councillors and staff.
- Our council has signed up to the Code of Conduct for councillors.
- Our council has good governance arrangements in place including, staff contracts, and a dignity at work policy.
- Our council will commit to calling out bullying and harassment when if and when it happens.
- Our council will continue to learn from best practice in the sector and aspire to being role model/champion council, eg, via the Local Council Award Scheme.
- Our council support the continued lobbying for the change in legislation to support the Civility and Respect Pledge, including sanctions for elected members where appropriate.
2757 Resolved : “To agree to sign the Civility and Respect Pledge and to approve the Dignity at Work Policy.
Flagpole/Flying of Flags Policy
2758 Notification has been received from Rushcliffe Borough Council’s Planning Department for permission for the siting of a flagpole on The Green, Cotgrave.
2759 Council were also copied into cost for the purchase of the flagpole and various flags.
2760 Resolved : “To purchase a flagpole, and relevant flags and to approve the Flag Flying Policy.”
Tree Works
2761 Following on from the tree survey in 2021, the cemetery is the final area of work which is required to be completed on the current recommendation before another survey is due in 2023-24.
2762 The cemetery requires five trees and a coppice group of Sycamores (approx. eight trees) to be reduced/removed and to remove three trees, two have Ash Die Back and a Common Elder which is not in a good condition.
2763 Other area requiring attention are:-
Hawthorne Avenue – to fell a dead tree and reduce three further trees
Ringleas Park – to fell a Cherry and remove dead shrubs
Grassmere Park – to reduce a Hawthorne Tree down to hedge height
2764 Resolved : “To award the tree works require to Kent Services at a cost of £5,500, offering a 20% discount if all work is completed on one continuous visit.”
Correspondence (for information only)
2765 External Auditor
P K Littlejohn have been confirmed as councils External Auditor for the next five years.
The fees for 2022/2023 will be £630.
Clerks Reports
2766 The Clerk had nothing to report.
Councillors’ Reports
2767 Councillor Jeffreys has attended the AGM of the National Association of Local Council at Oxton. The Guest speaker was Ben Bradley, the leader of Nottinghamshire County Council.
2768 Councillor Butler informed Council that Nottinghamshire County Council and Rushcliffe Brough Council’s websites have lots of information regarding community grants, any advice for individuals.
2769 Councillor Simpson asked if there had been an update on the bins located on the Shopping Centre. The Clerk will make further enquiries.
2770 Councillor Eldridge asked if Council’s litter picker was still working, as there seem to be an increase in litter in the town. The member of staff if still working collecting litter.
2771 The Clerk suggested making some enquiries regarding providing some education for local schools on litter.
2772 Councillor Eldridge has also noted the amount of anti-social behaviour at the back of the Leisure Centre.
2773 Councillor K Chewings wanted to thank the staff for the work on the Christmas Lights Event, which had been successful.
2774 Councillor Ellis had been asked by a resident, why her daughter had not been permitted a stall at the event. The Administration Manager had spoken with the stall holder and informed
them that they already had their type of stall book. The stall holder would send some images of what they were selling. Council never received this email.
2775 Councillor Monday asked if any further information on the bridge at Hollygate Lane. The Clerk will write to Rushcliffe Borough Council.
2776 The Chairman wished everyone a happy Christmas.
There being no further business, the meeting closed at 8.47pm
Chair:…………………………………… Signed as a True Record (Date)………………………………
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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:-
099 At Council Meeting on 7TH December 2022
22/01885/FUL Café Pizzeria, Cotgrave Shopping Centre, Cotgrave – change of use from restaurant to a mixed-use restaurant and takeaway (Retrospective)
Rushcliffe Borough Council, the planning authority, has forwarded the following decisions:-
100 Permission Granted:
20/03248/OUT Land rear of Mill Hill Lane/The Old Park, Cotgrave, Nottingham – Application of outline planning permission for the construction of up to 210 dwellings (all matters reserved except for access)
20/02508/OUT Land South and East of Hollygate Lane, Cotgrave, Nottinghamshire – application for outline planning permission for up to 100 dwellings with all matters reserved other than access/means of access.
22/02101/FUL 29 Forest Close, Cotgrave, Nottingham, NG12 3JN – single storey rear extension.
Chair:…………………………………… Signed as a True Record