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Minutes Council Meeting 7th September 2022

Please note these minutes remain in draft form until approved at the next scheduled council meeting (12.10.22)

Councillors D Stothard (Chair), R Butler, K Chewings, M Chewings, D Eldridge, S Gardner, B Handbury, L Healy,
M Myles (from 7.02pm) C Patterson, I Shaw and A Simpson.

Apologies Received               
Councillors H Brumpton, S Ellis, C Jeffreys, and N Monday

Julie Stephenson (Town Clerk) and Jane Pick (Administration Manager) – Cotgrave Town Council, and two members of the public.

The meeting was held at Cotgrave Methodist Church and commenced at 7.00pm   



2527     The apologies received were approved.

Declarations of Interest

2528     No declarations of interest were received.

Public Open Session

2529     No members of the public wished to speak.

Accuracy of the minutes of the meeting held on 13th July 2022

2530     Resolved                 
“That the minutes of the meeting held on 13th July 2022 be received and confirmed as a true record.”

Progress Council Meeting held on Wednesday 13th July 2022

2531     M2479 Cotgrave Police

The police had not been able to attend the meeting due to being called out to an incident.  An invitation had been forwarded to them to attend future meetings.

2532     M2408 Council’s Insurance

The Clerk had received a reply from the insurance company who had investigated Councils complaint.  The investigators response is as follows – “I uphold your complaint in relation to the contentions that we should have notified you of the possibility of a substantial rate increase and that the renewal terms were issued in too short a period.  I therefore again proffer my sincere apologies in this regard.  However, I also hope you will appreciate the particularly, extenuating circumstances which were prevailing at that time which compounded to create this highly unusual situation.”

2533     On issuing their final response Council may, if eligible, be entitled to refer the complaint to the Financial Ombudsman Service.

2534     Resolved          :           “To refer this matter to the Financial Ombudsman.”

2535     M2488 Notts 4 x 4

An email has been received from the Notts 4 x 4 team thanking Council for their kind donation, which was given to them for their help with Cotgrave’s Platinum Jubilee celebration event.

2536     M2490 Council Meetings

Cotgrave Methodist Church has confirmed Councils booking for council meetings up to and including 8th March 2023.

Planning Minutes

2537     Resolved          :          
“To confirm the planning minutes recorded and the decisions taken by the Council and those of the Planning

Financial Matters

2538     Payments

‘’That the payments made since the previous meeting totalling £41,734.71 as recorded below, be approved and the invoices awaiting payment be paid’’.

JULY 2022    
Nottingham Local News57106Delivery of Summer Newsletter9288.00
Cotgrave Methodist Church Room Hire130.00
Adlard Print19597Newsletter Printing91390.00
Three1323790370Mobile Phones129.78
Notts County Council92740164June Salaries110,871.96
UK Fuels1091391Fuel1308.19
Rushcliffe Borough Council70942892Rent Suite F 435.00
Rushcliffe Borough Council70942767Rent Unit 281600.00
Rushcliffe Borough Council70943138Service Charge Suite F1156.00
Rushcliffe Borough Council70933218Quarterly Rent – The Green168.75
Rushcliffe Borough Council70943227Quarterly Rent – Eastmoor166.25
Streetwise20202Emptying of Bins161.42
Notts CC Pensions Pension Deficit 22-2316385.00
Premier (1) UK121Floral Displays14104.00
Notts County SuppliesN072201339Refuse Sacks, Litter Pickers, Copy Paper1103.79
Royal British Legion Shop Lamp Post Poppies1120.00
HSBC Bank Bank Charges18.00
E-oN Suite F Charges 2.6.22 to 1.7.221105.13
Streetwise20232Playground Inspections1569.81
P Howitt Physio Refund146.00
Notts 4 x 4 Donation1250.00
Meerkat Comms7070Phone and Broadband167.12
Allotment Tenant Key and Bond Refund170.00
Sublime Shine Cotgrave Futures Windows155.88
Kents64347July Maintenance1960.00
Physio Needs20524Physio Member of Staff192.00
Opus Energy72638969Sports Pavilion177.90
AUGUST 2022    
Rialtas25999Asset Inventory Package1145.20
Urban Hygiene16278Graffiti Remover190.58
Three Mobile Phones129.78
Notts CC621545July Salaries110727.89
E-oN7Suite F Electricity1121.84
UK Fuels1093006Fuel1260.45
Methodist Church Room Hire 13.7.22130.00
Rushcliffe Borough Council70955658Rent Suite F 435.00
Rushcliffe Borough Council70955531Rent Unit 281600.00
Rushcliffe Borough Council70955845Suite F Service Charge1156.00
Rushcliffe Borough Council70955095Grassmere Park Quarterly Rent168.75
HSBC Bank Bank Charges110.00
NALC2543CiLCA Training – Town Clerk1375.00
J Pick Reimbursement for Petty Cash120.75
Halls Locksmiths50905Abloy Keys for Allotments1763.20
Meerkat Comms7123Phone and Broadband161.93
Opus Sports Pavilion Electricity167.71
TMS Hardware Hardware1104.79
Streetwise20309Wet Pour Repair The Green1185.60
Rushcliffe Borough Council70958612Empty Septic Tank at Sportsground1117.37
  TOTAL 41,691.82

2539                                                          Income Received

1.7.22Cotgrave FCRent155.00
4.7.22Thomas JamesNewsletter Advert92.40
7.7.22Rushcliffe BCCovid-10 Memorial Funding220.50
11.7.22Rushcliffe BCShopping Centre Maintenance2737.54
12.7.22Fosse MedicareGrass Cutting44.40
19.7.22HMRCVAT Refund9075.72
19.7.22Allotment TenantPlot 22 Hollygate77.00
18.7.22Allotment TenantPlot 30a Burhill9.01
25.7.22Cotgrave FCWatering of Goalmouths125.00
26.7.22Allotment TenantPlot 24 Hollygate72.83
26.7.22Allotment TenantPlot 18 Hollygate72.83
26.7.22V HarperChristmas Market Stall20.00
1.8.22Cotgrave FCRent155.00
4.8.22Cotgrave FCWatering of Mini Pitches25.00
11.8.22Safari SaleStalls x 945.00
11.8.22FairSite Rent500.00
23.8.22Safari SaleStalls5.00

Financial Statements

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

At the end of June 2022 Council had £24,290.85 in the Co-op account, £88,671.34 in the HSBC account and £201,157.56 in the NatWest account.

At the end of July 2022 Council had £33,064.85 in the Co-op account, £73,904.29 in the HSBC account and £201,173.54 in the NatWest account.

External Audit 2022-23 to 2026-26

Under the current legislation for Local Audit (Smaller Authorities) Regulation 2015, where the SAAA is responsible for appointing the external auditors for all councils, all councils must be given the right to ‘opt-out’ of the current terms for appointing the External Auditors at the end of each term of engagement.  The next appointment will last for 5 years, and all councils must have and complete an external audit.

After considering the options and taking into consideration the advice from NALC, Council

Resolved          :           “To continue to opt-in to the national programme.”

Annual Governance & Accountability Return – Notice of Conclusion of Audit

The Annual review of the Annual Governance & Accountability Return (AGAR) has now been completed.  A notice of conclusion of Audit must be published and displayed. Council needs to decide for how long this notice should be displayed.

Resolved          :           “That the Notice of Conclusion of Audit be displayed for 30 days.”


A grant application has been received from Cotgrave Library for £500 for craft items for events during Autumn half-term and at Christmas.

Resolved          :           “To award Cotgrave Library with a grant of craft items to the value of £500.”


Working Groups

Cotgrave Miners Memorial

Councillor S Gardner presented council with three quotations for the construction for a miner’s memorial.

The memorial plinth will consist of colour images of the colliery site; these will need to be obtained from stock pictures to get a good quality image, at a reasonable cost.

Councillor M Chewings thanked Councillor Gardner for all his work on this project.

Resolved          :           “To place an order with Allsigns to supply and install the memorial at a cost of £1,097 and to
purchase some stock photographs.”

Pensioners Christmas Party

Councillor L Healy has booked the Nottinghamshire Golf and Country Club to hold the Pensioners Christmas Party on Wednesday 21st December. He will be meeting with staff at the golf club to discuss menus and prices etc.

Councillor Jeffreys wished it to be mentioned at the meeting that she thinks that the cost of a ticket should be increased slightly this year.

Council Events

Fireworks Event

The fireworks event is booked for Sunday 6th November on Cotgrave Welfare Field.

Following changes to Council’s insurance policy, this event is not covered by the insurance policy and an additional policy will need to be taken to cover the event.  Based on up to 500 people attending the event, the Clerk has obtained quotations as follows.

The minimum level of insurance council can have for the event is £5m Public Liability and 5m Employers Liability at a cost of £516, or Council may could increase the level of insurance with additional costs:-

£5m Public Liability and £10m Employers Liability costing £574
£10m Public Liability and £5m Employers Liability costing £597
£10m Public Liability and £10m Employers Liability costing £630

Resolved          :           “To purchase insurance cover for £10m Public Liability and £10m Employers Liability costing

The above costs do not include any insurance if Council were to have a bonfire.  Council asked the Clerk to make enquiries to the cost of insurance for a bonfire.

Councillor K Chewings had been contracted by the Deputy Head at Candleby Lane School regarding the school getting involved in the Fireworks Event, and potentially have a Guy Fawkes competition.  He will give an update at the next council meeting.

Remembrance Day

The Remembrance Day Parade and Church Service will take place on Sunday 13th November.

The Town Clerk and Administration Manager met with the Chairman, Sam Mitchell, of the CBOC branch of the British Legion and the Parade Marshall, Harvey Woodward on Monday 5th September to go through the Parade Information Pack, which contains information relating to road closures, signage timings etc.

The parade previously formed up and marched off from the car park at Cotgrave Welfare, and it was raised that sometimes there are issues with the number of cars parked in the car park and there not being sufficient space for the parade participants.  It was suggested that the car park area at the Shopping Centre, in front of Strezza, could be used instead.  This area would be coned off from 7.30am. It would also provide more parking for people taking part in the parade.

2562     A copy of the parade pack will be included in the papers for the next council meeting.

2563     Council agreed to move the start and finish of the parade to the shopping centre car park.

Christmas Lights and Market

The Christmas Lights and Market will be taking place on Friday 25th November on the Shopping Centre from 1 to 6.30pm.

2565     So far the following items have been arranged:-

  • Bookings have been taken for market stalls
  • Santa’s Grotto has been booked
  • Public portable toilets ordered

2566     The Clerk asked if Council would like to book a children’s entertainer for the event. 

2567     A quotation has been received for a DJ to attend the event from 1pm to 6pm. This would
            include a full sound set up with lighting and LED screens, complete with a professional DJ.
            They will also supply their own gazebos.  There will be sufficient speaker to generate
             sound around the whole of the shopping centre area.  This would at a cost of £595.

2568     Council considered quotations for first aid provision at the event.  Councillor K Chewings
asked the Clerk to obtained another quotation from the First Responders before a final decision was taken.

2569     The Administration staff have been researching the possibility of having a pole structure tree made for Cotgrave, like the one which is placed at Canning Circus in Nottingham.  A fabricator is able to manufacture the structure but would need details drawings/plans to be provided.

2570     There would not be sufficient time this year to get a pole structure, so a price has been obtained for a 20ft Norway Spruce or Nordman Fir at £595.

Resolved:         “To agree to book a children’s entertainer, to order the DJ and equipment at a cost of £595, and to place an order for a 20ft Nordman Fir.”

Play Park Inspections 11th July 2022

2572     Council had been copied into the latest play park inspections.

 It is becoming apparent that Broadmeer Play Park needs some maintenance, and a lot of the equipment is showing signs of wear and tear.  The park equipment will be continually monitored.

A quotation has been obtained for some replacement bark for the park.  This is for 25m3 softwood play grade chip. For ease of delivery it has been arranged that the bark is delivered with a forklift because of access issues.

Cotgrave Futures

2573     Councillor K Chewings, Trustee for Cotgrave Futures gave council an update.

2574     The new kitchen has now been installed and is of a catering standard, this included new lights and tiles.

2575     He also stated that Cotgrave Futures have sufficient reserves and bookings were being taken for the meeting room.

2576     The Administration member of staff has now returned to the office following her maternity leave.  The Office will be open Monday and Wednesday between 9am and 2pm.

2577     Councillor K Chewings asked the Clerk if works on the wooden panelling on the front of the building had been arranged.  She would speak with the contractor.

2578     The small internal wall in the café area has now been removed by Serendipity’s which allows for bookings.

Cotgrave Community Kitchen

2579     Cotgrave Community Kitchen (CCK) has forwarded a report for consideration by Council proposing that the kitchen takes over the use of the Town Council’s 40ft storage container that is sited to the rear of Cotgrave Futures/Multi Use Games Area.

2580     CCK already has some storage facilities in Cotgrave, but they are now in need of more to facilitate new opportunities offered by Fareshare and to make better use of what they have to offer to the community.

2581     CCK have said that by taking on the container at its current location this will enable them to rack it out, using it to store non-electrical equipment, mini-mart support materials and especially tinned goods, make more space in the current CCK container for perishables and catering.

2582     Council discussed the suggestions made by CCK and would ask the group to come back to Council with a fully detailed plan and Council were concerned that the CCK group had not viewed the inside of the container and what the next steps will be ok.

SLCC National Conference 2nd/3rd November 2022

2583     The Clerk has received information regarding the SLCC National Conference.  This can be either attended in person or virtually. To attend in-person the cost is £170 or virtually for £125.

2584     Resolved          :          
“Approve the Clerk’s attending at the event, either in-person or virtually, as she wished.”


An invitation to the Nottinghamshire Association of Local Councils 77th Annual General Meeting for 17th November 2022 has been received.  This will be held at Oxton Village Hall starting with a buffer at 6.30pm following by the meeting at 7.30pm.

The agenda for the Town and Parish Council Conference will be taking place on 5th October in the Council Chamber of Rushcliffe Borough Council from 9.15am to 4.30pm

Councillor Mary Myles had provided correspondence for the BT premises on Bingham Road, Cotgrave.  She has been writing to them regarding the condition of the building and surrounding area.  They were due to attend site w/c 5th September but did not turn up.  She will continue to contact them.

A press release has been received from Nottinghamshire County Council regarding the £1.14 billion devolution deal for the East Midlands.

Clerks Reports

2589     Information has been received from Rushcliffe Borough Council regarding the Community Tree Scheme 2022-2023.  The Borough Council will provide free, up to 6 native trees per parish. The Clerk asked Council to consider any areas where any trees could be planted.

2590     The Electoral Registration Officer has written to all parishes regarding the review of Parliament Polling Districts and Polling Stations.

2591     The review is being undertaken due to the changes to the current wards following a review undertaken by the Local Government Boundary Commission for England.  The Council are asking for views in relation to the existing polling districts and polling places or any proposed districts or polling places.

2592     Council were happy with the existing arrangements for Cotgrave.

2593     Councillor H Brumpton has requested 6 months leave of absence.

2594     Resolved          :           “To approve 6 months leave of absence for Councillor Brumpton.”

Councillors’ Reports

2595     Councillor Butler reminded everyone that the Tour of Britain was taking place in the Borough and would be coming through Cotgrave at approximately 11.40am on Thursday 8th September.

2596     Councillor K Chewings had spoken with a member of the ground staff regarding the tractor and asked if Council could look at options to have the tractor replaced.  This item would be included on a future agenda.

2597     Councillor Eldridge asked if any progress had been made regarding the missing padlock and bolt on the gate in the leisure centre car park that led onto Madisson Field.  The padlock is still missing, and the gate has been secured by a chain.  He asked if the padlock from the double gates could be used?

2598     Councillor L Healy noted that the Shopping Centre was starting to look very untidy and had noticed vehicles parking on the shopping centre paved area.

2599     The Town Clerk said that the clothing bank sited on the car park had been placed their illegally.  This was being dealt with by the Borough Council.

2600     Councillor Shaw asked if the planning permission for Harmony Park had been approved as building works were taking place.  No permission has been granted for these works.

2601     Councillor Shaw also asked if there had been any further information regarding the planning application for the bridge at Hollygate Lane.  No further information was available, but the planning application was still in place.

2602     Councillor Simpson would be attending a Western Power working group and asked if councillors had any issues that they would like raising?

2603     Councillor Stothard announced the passing of Joe Rhodes, who had served as a councillor for Cotgrave for several years.  He also announced the passing of former Councillor, Yvonne Wilsons’s husband, Alan.  He asked that condolence cards could be sent.

2604     Councillor Stothard said that he had noticed an increased amount of litter on the green area and play park.  This area is litter picked twice a day by council staff.

2605     Councillor Stothard was disappointed in the selection of the nail bar on the shopping centre, by Rushcliffe Borough Council and through that this could have been a better selection of business.

There being no further business, the meeting closed at 8.52pm

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:-

091       At Council Meeting on 7th September 2022

22/01501/FUL    The Nottinghamshire Golf and Country Club, Main Road, Cotgrave, NG12 3HB – two storey side/rear extension and single storey front extension with second storey height element to driving range in order    to create a new golf centre; associated landscaping and access works.

22/01639?FUL   Rushcliffe Oaks, Main Road, Stragglethorpe, Nottingham, NG12 2PY – Installation of freestanding Solar Photovoltaic Generation system and associated works.

092       Standing Order No. 68, the Clerk in consultation with the Brough’s Ward Members, considered the following applications:-

            22/01180/FUL    The Apple Press, Cotgrave Place, Main Road, Cotgrave, Notts –

                                    Partial demolition of existing garden room, ground floor extensions,
                        external cladding, first floor terrace and external stair. – Revised Plans.

            22/01181/LBC    The Apple Press, Cotgrave Place, Main Road, Cotgrave, Notts –

                                    Partial demolition of existing garden room, ground floor extensions,
                        external cladding, first floor terrace and external stair. – Revised Plans.

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

093       Permission Granted:

            22/01440/VAR   19 Hawthorne Avenue, Cotgrave, Nottingham, NG12 3PY – variation
                                    of conditions 1 (plans) and 2 (Boundary treatment) of planning
                                    application 20/02533/FUL to allow for revisions to block and elevational
                                    plans and amendments to boundary/access.

            22/01499/FUL    86 Ringleas, Cotgrave, Nottingham, NG12 3NE – single storey front
                                    porch extension; erection of detached garage; associated landscaping and
                                    access works (Resubmission of 22/00950/FUL

094       Permission Refused:

            22/00541/FUL    Skinners Lock Farm, Peashill Lane, Cotgrave, Nottingham, NG12 3HD –
                                    two storey side and rear extension including first floor side dormer; addition of
                                    first floor side dormer (Partially retrospective).

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