Minutes Council Meeting 8th June 2021

MINUTES REMAIN IN DRAFT FORMAT UNTIL APPROVED AT THE NEXT COUNCIL MEETING

Present                                 
Councillors D Stothard (Chair), H Brumpton, R Butler, M Chewings, D Eldridge, S Ellis, B Handbury, L Healy, C Jeffreys, N Monday, M Myles, C Patterson, I Shaw and A Simpson

Apologies Received      :   
Councillor K Chewings

In Attendance                  
Julie Stephenson (Town Clerk), Jane Pick (Admin Manager) – Cotgrave Town Council                                                                                                                                         

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

Apologies

1692    
The apologies given were received.

                                                                                                            

Declarations of Interest
1693    
No Declarations of Interest were given.

Public Open Session

1694    
No members of the public were in attendance.

Minutes of the Annual Public Meeting, Annual General Meeting and Ordinary Council Meeting of 5th May 2021

1695    
Resolved         

“That the minutes of the Annual Public, Annual General and ordinary meetings held on 5th May 2021 be received and confirmed as a True record.”

Progress

1696    
M1646 Litter Bin Owthorpe Road

Councillor Shaw asked if there was any further update on an additional litter bin?  This area was still being monitored by the County Council.

1697    
M1648 Letter to Barratt Homes

Councillor Shaw asked if there had been any further correspondence from Barratts regarding the bridge at Hollygate Lane?

1698    
The Clerk had spoken with the Planning Department and the Chief Executive, Kath Marriott at Rushcliffe Borough Council and she informed her that they were expecting more information from Barratts in the very near future.

1699    
M1651 Defibrillator Training

Councillor M Chewings asked if there was any further information on training for the use of defibrillators?

1700    
The Clerk had spoken with Community Heartbeat, and they would be sending some information and costings for some training.  They can provide training for all ages, on-line or physically, at varying ranges of prices.

1701    
M1671 Container at Cotgrave Futures for Cotgrave Community Kitchen

The concrete base and container for the use of Cotgrave Community Kitchen has now been installed. The cost of the concrete base has been covered by the Community Kitchen.

Planning Minutes

1702    
Resolved                 
“To confirm the planning minutes recorded the decisions taken by the Council and those of the Planning Authority.”

Financial Matters

1703    
Payments

Resolved:        
‘’That the payments made since the previous meeting totalling £21,717.48 as reproduced on below, be approved and the invoices awaiting payment be paid’’.

1704    
Income

Resolved:        
“That the income totalling £1627.75 since the last meeting, as reproduced below.

4.5.21Cotgrave FCRent150.00
5.5.21Fosse MedicareGrass Cutting Health Centre78.00
21.5.21Royal Sun AllianceInsurance Claim250.00
27.5.21Rushcliffe Borough CouncilLitter Pick – Grass Cutting1149.75
  TOTAL1627.75

COTGRAVE TOWN COUNCIL 9th June 2021
Greyhound Leisure4637Wet pour repairs Broadmeer Park11113.00
Vale First Responders Grant1500.00
Talktalk Telephone and Broadband138.40
Acora1285-48212Data Back Up service113.20
T J Cooke Electrical600341Installation of Defibrillator West Furlong1380.00
Roffesoft6981Laptop, Keyboard, Mouse, Docking Unit1846.00
TMS Hardware Hardware143.84
T Tromans Vinyl for Defibrillator191.98
Nalc LCR Magazine Subscription117.00
Trent Bridge Community Trust Youth Programme 202116925.00
Notts CC92579104April Salaries19075.98
Vale Skip Hire Skip Hire1150.00
G Brook23Remove fallen tree1390.00
Roffesoft70062 x Office 365 Business1285.60
Meerkat Comms6346CCTV Internet159.40
Opus70566262Sports Pavilion Electricity156.34
Notts County SuppliesN052100724Stationery127.24
Notts County SuppliesN052101009Refuse Bags132.74
Roffesoft7012Laptop Office Set up and PC support1216.00
Shredall214258Confidential Waste Disposal1117.36
J A Kents62459May Maintenance1906.40
Streetwise19240Remove signpost / lay slabs1432.00
     
  TOTAL 21,717.48

Financial Statements

1705    
Members considered the Statements for April 2021 as reproduced at the back of the Minute Book.

At the end of April 2021 Council had £24,290.85 in the Co-op account, £176,209.03 in the HSBC account and £201,090.95 in the NatWest account.

Annual Governance Statement and Accountability for 2020-2021

1706    
Members had been presented with a copy of the Annual Governance Statement and Accountability Return for 2020-2021 document, as listed below: –

            a)         Section 1 Annual Governance Statement 2020-2021
            b)         Section 2 Accounting Statements for 202-2021
            c)         Confirmation of the dates of the period for the exercise of public rights
            d)         Bank Reconciliation 202-2021
            e)         Explanations of variances between 7 and 8
            d)         Internal Auditors Report

1707    
The Chairman read out the Annual Governance Statement, council agreed the statements number 1 to 8 that all be answered “yes”, and all appropriate measures are in place and statement number 9 is not applicable to this council.

1708    
Resolved         
“Council are in in agreement of answering “yes” to all the statements, 1 to 8 on the Annual Governance Statement for 20/21.  Statement 9 is not applicable to Council.’’

1709    
Council consider the accounting statement for the year end 2020-2021 and agreed that the figures were correct with the RBS software accounts.

1710    
Resolved              
“Council agree that the figures were correct at the year end.”

1711    
Resolved                     
“Council all agreed that the financial information provided was correct for the year ending 202-2021.”

Review of Risk Management Policy

1712    
Council had been copied into the Risk Management Policy, to be reviewed.

1713    
The Clerk has received an update from Council’s insurer broker, WPS. Council has currently just completed year 2 of a three-year contract which is due to end in 2022.

1714    
The Council’s broker has offered a new three-year deal with Military Guard, which is available without any penalties, for the same level of cover with a reduction in cost, if council continued with the current policy, the increase would be a minimum of a 7% increase.

1715    
Resolved            
‘To approve the change of insurers and accept the three-year deal’.

1716    
Resolved            
“To approve the Risk Management Policy for Council.”

Quarterly Parks Inspection Report 28.4.2021

1717    
Council had been copied into the latest park inspection report.

1718    
Councillor M Chewings asked if Broadmeer Play Area could be added to the list for upgrading at some point?

1719    
The Chairman said that an ongoing programme was required for the replacement of park equipment and asked if this could be added to the agenda for the next council meeting.

1720    
Council noted that the parks, especially Grassmere and Broadmeer, need updating.
                                

Broadmeer Play Area Repairs

1721    
A quotation has been received for some repair work to the multi play unit at Broadmeer Play Park to strengthen the unit.  Part of the unit had some movement as the timbers were starting to rot beneath ground level. A portion of the equipment would need to be removed.

1722    
Resolved                
“To carry out the works to the multi play unit at Broadmeer Play Park at the cost of £513.50 plus VAT.”

Tree Survey

1723    
The report for the tree survey had been received and had identified several trees which required works or removals to be carried out.  The tree survey is carried out every three years.

1724    
Resolved                  
“To accept the tree survey and give permission for the works to be carried out.”

Mobile Phone Contract

1725    
The current mobile phone contract is now due for renewal.  Council currently has one mobile phone which is used as an emergency out of hour contact and by the Administration Manager while she has been working from home.  The Clerk, when working from home has been using her own private mobile for phone calls, which is not recommended.

1726    
The Clerk has asked if it would be possible for Council to have two mobile telephones?

1727   
Several options were put to council and council

1728    
Resolved          :          
“To take out a new contract to provide two business mobile phones with Tesco Mobile at the cost of £11.49 per month + VAT per phone, the package includes of unlimited minutes, and texts and 1gb  data.’

Covid-19 Policy

1729    
No further amendments had been made to the policy. A statement is due next Monday, 14th June regarding the possibility of further lifting of restrictions on Monday 21st June.

Correspondence

1730    
Crime Figures

The latest crime figures for Cotgrave have been forwarded to Council.

DateLocationCrime
10.4.21BroadmeerCriminal Damage – car tyres damaged by screws/nails
24.4.21FieldfareTheft of Motor Vehicle – car stolen from driveway
26.4.21Harvest DriveCriminal Damage – car damaged

1731    
The Green Energy Advice Bureau

An email had been received regarding regional consortiums for town councils that specify in renewable energy.

Council is not willing to join into this consortium for green energy and will explore other green options.

1732    
VIA East Midlands

Notification has been received informing Council that after receiving complaints that drivers are parking inconsiderable in the vicinity of the Cotgrave Country Park, it is proposed to introduce ‘No Waiting At Any Time’ restrictions (double yellow lines) around the junctions and pinch points.  This refers to Hollygate Lane via proposed parking restrictions (TRO 8319).

It is also proposed to introduce 3 new Bus Stop Clearways, these will include enforceable No Stopping Any Time restrictions on Hollygate Lane and Harvest Drive.

1733    
Rushcliffe Borough Council – Community Development

It has been confirmed by the Borough Council that the Manvers Arms will be included in the statutory list of Assets of Community Value in Rushcliffe under section 89 of the Localism Act, this has been requested by CAMRA.

Clerks’ Reports

1734    
The Clerk has received a communication from Rushcliffe Borough Council regarding a proposed Public Spaces Protection Order 2021 (PSPO) (Control of Dogs).

1735    
The Borough are proposing to update their laws around dog control and dog fouling; the proposal is to introduce a PSPO targeted at the control of dogs/dog fouling across the borough and/or for specific associated control in defined parts of the borough, this will replace any existing historic laws and/or orders around dog control.

1736    
Under the new proposal the activities to be consider are: –

Schedule 1 – Dog fouling within all open-air spaces in the Borough that are accessible to the public, Schedule 2 – dogs to be kept on leads in certain areas and Schedule 3 – no dogs permitted in the area.

1737    
The Borough is asking for views as to special locations that are felt should be covered by the proposed PSPO.  The Clerk will contact the Brough Council and ask if all Cotgrave Play Parks could be registered.

1738    
There will be a full public consultation on the proposals and the deadline for responses is Friday 25th June 2021

Councillors Reports

1739    
Councillor M Chewings had been contacted by a resident regarding the flooding at the Bus Stop on Bingham Road (near East Acres).

1740    
Councillor R Butler Informed Council that roadworks had just taken place on Bingham Road regarding some drainage problems and this problem had also been identified and works are expected to be taking place by the end of June.

1741    
Councillor Butler also said that he had attended a site meeting on Daleside/Owthorpe Road for the potential of additional white lining at this junction and at Greenfield Drive/Owthorpe Road.

1742    
Councillor Chewings also informed that another resident had spoken to him about parking problems on Burhill and the amount of vehicles parking on the road and asked if some of the small green spaces could be removed and replaced as additional car parking bays?

If was also noted that parking on Owthorpe Road by mainly employees of Ashlea School was causing issues for the residents and drivers travelling on the road. Councillor Butler has been made aware of the issues and Nottinghamshire County Council will consider if any additional lines would help.

1743    
Councillor Eldridge asked when the bench for Madisson Park would be installed?  The bench was scheduled to be installed next week.

1744    
Councillor Eldridge also asked about the litter picking schedule carried out by Streetwise.  The litter picks are carried out for 2 hours a day, Monday to Friday and start and are finished at the Welfare Car Park.

1745    
He also asked if it would help to have more litter signage put up around the town?

1746    
The subject of litter, litter bins and signage will be added to the next agenda, for further discussion.

1747    
Councillor Myles asked what facilities there were for the young people of Cotgrave.

1748    
Cotgrave has a youth club, which serves a range of ages four evenings of the week during term time.  This service has now opened following the lifting of Covid restrictions. The Methodist Church also runs a youth programme, as does Positive Futures.  Also available within Cotgrave are several dance groups, Brownies, football, Beavers and Cubs (these are currently not running due to Covid -19 restrictions.)

1749    
Councillor Myles also asked about potential traffic calming measures for Bingham Road and Holllygate Lane.  Councillor Butler said that a speed survey had been carried out for Bingham Road and that it has indicated that there generally there was not a problem with speeding vehicles, but that the road/s were used by many vehicles. Councillor Myles also noted that a safe crossing place on Bingham Road would be a great benefit, especially for parents walking from Hollygate Park to the primary schools.

1750    
Councillor Shaw noted that the planning permission for planning application 20/01722/FUL – land north of Stragglethorpe Road, had been refused and asked if the tenant would be asked to remove the alternation that had already been carried out as per the application refusal?

Councillor Butler noted that this was being dealt with within a legal process by Rushcliffe Borough Council.

1751    
Councillor Shaw also mentioned that the vehicle was still parking on the grassed verge on the corner of Daleside/Owthorpe Road making it very difficult for traffic turning out of Daleside onto Owthorpe Road. This has previously been removed to the Police. A further email will be sent to the police to ask if the resident could be asked to park more considerately.

1752    
Councillor Simpson asked if there was any funding available for more works to be carried out on Cotgrave’s roads? Councillor Butler mentioned that some further roads are to be updated.

1753    
Councillor Simpson also noted that when the school buses were turning into and out of Scrimshire Line and Plumtree Road, that they are struggling with the size of the vehicle and the limited turning of the bus and asked if the bus services could perhaps be re-routed.

1754    
Councillor Stothard asked if the Friends of Cotgrave Country Park had considered installing a BMX area on the piece of land near to Heron Lake, something like the one at Ruddington Country Park?

 Councillor Healy commented that Cotgrave Country Park were trying to be different to the Rushcliffe Country Park and promote a very natural environment.

1755    
Councillor Stothard noted that a coffee/sandwich van was now parking up in Hollygate Park and were Rushcliffe or Nottinghamshire County Council aware of this?

Councillor Butler said that both councils are aware, and this was under a trial period to decide if it caused any issues.

1756    
Councillor Stothard also wished to apologise to the Clerk and Administration Manager for not including them in the discussion regarding the return of face-to-face meetings and considering their thoughts and concerns.

There being no further business the meeting closed at 8.25pm

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.

058       At Council Meeting held on 9th June 2021

21/01221/FUL   
26 Main Road, Cotgrave, Nottingham, NG12 3HN – erection of single-story side extension and 2m high close boarded fence to replace hedge on northern boundary to Mill Lane, alter vehicle access (resubmission of 20/01031/FUL).

21/01516/FUL   
24 Deans Court, Cotgrave, NG12 3LS – form a rear single-story extension with pitched roof over.

21\01660/VAR  
Cotgrave Shopping Centre, Candleby Lane, Cotgrave – variation of Condition 11 (change the operation hour to Unit 1, (Unit 4 on the application) of planning permission 19/.02209/FUL

21/01561/CLUEXD          
Heronbrook Farm, Peashill Lane, Cotgrave – application for certificate of existing lawfulness for the storage of caravans and motorhomes.

21/01588/FUL   
Peacock Lodge, Cotgrave Place, Main Road, Cotgrave – change of use from dwelling house (Use Class C3) to holiday let (Sui Generis) with parking.

21/01665/ADV  
1 Cotgrave Shopping Centre, Candleby Lane, Cotgrave, NG12 3JQ – display 1 no. internally illuminated signage projecting/hanging sign.

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

059      
Permission Refused

20/02592/FUL   
Unit 13, Colliers Business Park, Fieldfare Road, Cotgrave, NG12 3UL –  change of use from B8 to B8 + retail (retrospective).

060      
Permission Granted

21/01221/FUL   
26 Main Road, Cotgrave, Nottingham, NG12 3HN – erection of single storey side extension and 2m high closeboarded fence to replace hedge on northern boundary to Mill Lane, alter vehicle access (resubmission
of 20/01031/FUL)

061      
Applications Withdrawn

21/00927/FUL   
Heronbrook Farm, Peashill Lane, Cotgrave, Nottingham, NG12 3HD – construction of single-storey front extension boot room (retrospective)

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