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Minutes Council Meeting 8th November 2021

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Councillors D Stothard (Chair), R Butler, K Chewings, M Chewings, D Eldridge, S Ellis, S Gardner (from 7.05pm)
B Handbury, L Healy,  C Jeffreys, N Monday and A Simpson

Julie Stephenson (Town Clerk), Jane Pick (Admin Manager) – Cotgrave Town Council, Steve Gardner, and
Ophelia Gamble.                                                                                                                                

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


1981     The apologies received were approved.

Declarations of Interest

1982     No declarations of interest were received.

Public Open Session

Ophelia Gamble has been appointed by Rushcliffe Borough Council to work as a Retail Champion for several areas in the borough. She is employed for 1 day per week to support retail outlets and has been working with Cotgrave’s retailers and also with the Town Council on increasing stalls for a Christmas Market to run alongside the Christmas Lights Event on Friday 26th November. Ophelia is hoping to continue her work with the retailers into 2022.

To Co-Opt to fill a vacancy on the Town Council – Ash Lea Ward

A resident had applied for the vacancy on Council for the Ash Lea Ward, following the resignation of Cllr A Wilkie several months ago.

Steve Gardner had previously served as a councillor for Cotgrave and following a spell of ill health and now wished to be considered for the vacancy.

vote was taken, and all members were in favour of accepting Steve Gardner onto the Council.

Resolved          :           “To co-opt Steve Gardner onto Cotgrave Town Council”

Councillor Gardner signed the Declaration of Acceptance of Office of Councillor and was invited by the Chair to join the meeting.

Minutes of the Council Meeting held on 13th October 2021

Resolved          :          
“That the minutes of the meeting held on 13th October 2021 be received and confirmed as a True record.”


1990     M1918 Barratt Homes

The Clerk had contacted Barratt Homes regarding a proposed timeline for the start of the building of the bridge. She had received an out of office message that the person was currently on annual leave. The Clerk will update council once a reply had been received.

1991     M1919 Drain on Bingham Road

Councillor M Chewings asked again when the repairs would be carried out, as he had received reports that the drain was still blocked after severe rain. Councillor Butler informed Council that the repairs had been carried out and had asked that the Highways Department monitor the area.

Councillor Myles had spoken to the Clerk to say that the drain did seem to be working but as there had not been any heavy rain it would need to be checked.

M1921 Recycling Bins on the Shopping Centre Car Park

The waste disposable company requested that the recycling bins remain in their current position of the front car park, but they had said that some fencing would be installed around them.

Council still wished for the bins to be returned to the rear car parking area.

M1950 Fireworks Display

Councillor M Chewings said that the fireworks display had been very well attended and that the display had been excellent.

The quieter fireworks had been well received.

The Clerk had made enquires regarding booking the fireworks for 2022 and 2023.

M1974 Litter Bins

The Administration Manager had contacted Rushcliffe Borough Council regarding some additional litter bins in Cotgrave. They had carried out an assessment of the areas, looking at litter levels and the current bin provision. The litter hotspots identified have been monitored, and these areas have been put on Streetwise picking list to be completed on a regular basis.

The Borough Council have recommended to install a new dual bin along the footpath between Prioridge and Chennel Nook. The dog bin on the footpath near the allotment will be relocated to a more visible area, and the dog bin on Thorntons Close, which has a broken post will be replaced with a new dual use bin.

A further email had been received to say that the WISE team that had been monitoring the area had issued a fixed penalty notice to someone for littering. They are continuing to monitor the area.                             

Planning Minutes

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

Financial Matters

1998     Payments

‘’That the payments made since the previous meeting totalling £24059.19 as recorded below, be approved and the invoices awaiting payment be paid’’.

COTGRAVE TOWN COUNCIL 10th November 2021
B Maltby & Company56458To clean gutters and roof repairs at Cotgrave Futures1264.00
The Edge31635.0.0Fun 4 Events – Welcome Back Fund Event 22.11.2191080.00
Lyreco6410296935Covid Guard Spray155.85
Notts County Supplies92635600September Salaries111098.40
Rialtas24237Omega Annual Support1312.00
Rialtas24238Data Back Up Service Omega1288.00
Three1243832878Mobile Telephones129.78
Acora1285-48481Data Back Up113.20
Rushcliffe BC70884387Quarterly Rent Grassmere168.75
Rushcliffe BC70884402Quarterly Rent Candleby Lane168.75
Rushcliffe BC70884396Quarterly Rent Eastmoor166.25
Baker Ross13821578Welcome Back Fund Craft Event1136.35
UK Fuel1076443Fuel1109.68
Cotgrave Methodist Ch Room Hire 1.9.21130.00
A R Signs32076Office Signage1183.60
ABS18955Brother Printer1418.80
Cotgrave Futures436MUGA Electricity143.04
Elexcel11452Works at Unit 2811817.09
Kent Services63152October Maintenance1906.40
J Pick Reimbursement for coat stand and Daffodil Bulbs171.99
Rushcliffe BC70895068Suite F Rent and Service Charge13567.00
Notts 4 x 4 Response10000Removal and Transport of office and garage to new premises1250.00
Notts 4 x 4 Response100013 x Marshalls for Welcome Back Fun Day 22.11.211150.00
Opus71357128Sports Ground Electricity165.07
Roffesoft7160Office Move Support1144.00
Notts County SuppliesN102101508Diaries, Hardware127.25
A S Sports4271Repair MUGA surface1180.00
Rushcliffe BC91755731Unit 28 Rates 8.9.21 to 1.4.2211303.21
Rushcliffe BC70895649Unit 28 Rent 8.10.21 to 3110.211491.52
Fun House Activity Hire Welcome Back Fund91400.00
Dsmedservices Ltd First Aid Cover Activity Day 22.10.219140.00
Notts County SuppliesN102108372 x corner desks – Suite F1488.50
Arco942287012Safety Boots and Coat (Park Keeper)1122.42
Rushcliffe BC70883755Pro rata rent Studio 3 8.9.21 to 30.9.2113410.10
Rushcliffe BC70884126Pro rata studio 3 rent – 1.7.21 to 8.9.21131066.19
ABM18968Ink Toner Cartridges1192.00
  TOTAL 24,059.19

1999     Income

Resolved:         “That the income totalling £2423.14 since the last meeting, as reproduced below.

1.10.21Cotgrave FCRent150.00
4.10.21Cotgrave FCUnder paid rent10.00
20.10.21C GoldieChristmas Market Rent20.00
20.10.21Iger I BAAChristmas Market Rent20.00
24.10.21G MarriottChristmas Market Rent20.00
26.10.21HMRCVAT Refund2072.28
26.10.21CostelloChristmas Market Rent20.00
28.10.21Allotment Plot 30aRent and Bond75.86
28.10.21Reall ScrumChristmas Market Rent35.00

Financial Statements

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

At the end of September 2021 Council had £24,290.85 in the Co-op account, £191,897.87      in the HSBC account and £201,099.37 in the NatWest account.

Working Group Updates

Cotgrave Welcome Back Fund

Council had provided two events during the October half-term. The first was held on Friday 22nd October, providing a selection of activities on the Green, the second was a Halloween craft event held at the Library on Friday 29th October. Both events had been very well attended.

The funding that has been given to Cotgrave Town Council from Rushcliffe Borough Council is part of the European Regional Development Fund. The Clerk asked Council how they wished to use the remaining funding that was available?

Council discussed the funding and agreed to spend up to £3K on the Christmas Lights Event and to provide a further two activity events with the library, one at Christmas and one in February half-term

Resolved          :          
“Council agreed to use £3K to provide activities etc for the Christmas Lights Event being held on Friday 26th November on the Shopping Centre and to also provide a further 2 craft events at the Library,  which would cost approximately £300.

Council also discussed the possibility of having fireworks display on New Year’s Eve. The Clerk will make enquiries as to the availability of the fireworks display provider and whether this would fit in with the criteria of the funding.

Ophelia Gamble asked if Council might consider purchasing some portable market stalls with the Welcome Back Fund that could be used for future events.

Costs for these would be looked into.

Cotgrave Play Areas – Future Development Programme/Play Strategy

The Chair informed Council that he has received three quotations for new equipment for Grassmere Play Park.

Council had previously resolved that they would budget £30k for the new equipment.

The Chair will forward the quotations for inclusion with the agenda for the next Council meeting on 8th December 2021, for consideration by Council.

The Clerk will look into any additional funding that may be available to the Council and apply where possible.

Pensioners Christmas Meal

Councillor Healy had been working on the pensioners Christmas meal and an agreement has been made with the Nottinghamshire Golf and Country Club. The event will take place on Wednesday 15th December. Also a limited number of home delivered meals will be available. Tickets will be available from the Leisure Centre on Monday 29th November between 10am and 12 noon.

Information about the event has been include in the Cotgrave Connections Newsletter and this will be delivered before the booking day.

Councillor Jeffreys thanked Councillor Healy for all the work that he had put in in organising this event, it has been a difficult task to find a venue to accommodate a large group.

Christmas Lights Event

The Christmas Lights Event will be taking place on Friday 26th November on the Shopping Centre from 2 to 6.30pm. The Clerk had been working with Ophelia Gamble, who had been arranging the market stalls and assisting with the advertising for the event.

To date, 15 stalls had been booked along with some live entertainers, who will be located in front of the empty shop unit. The Grotto will be located in the Library, and this will be managed by staff from Positive Futures, plus some street entertainers who will be walking around the event.

 A couple of fair rides will be located in the small car park area. The Christmas tree is being delivered on Thursday 18th November.

The Clerk has arranged for the electrical supplies on the shopping centre to be tested, some of which are not safe for use.  Rushcliffe Borough Council have agreed to pay for the testing and any additional works required to make sockets fit for use.

Council thanks all who had been involved in arranging the event.

Covid-19 Memorial Grant Fund

Council had been provided with quotes for three different types of trees as a Covid-19 Memorial

Resolved          :          
“To purchase an Acer Autumn Glory tree at a cost of £272.00 plus £95 delivery, plus Tree Planting Kit at £24.00. A plaque will also  be ordered.”

There will also be some additional costs for the planting of the tree.

Cotgrave FC

Cotgrave FC had forward a request to Council for some upgrading of the entrance to the sportsground for better emergency access in light of the tragic death of a young footballer at West Bridgford.

The site has two access gates, and a series of concrete bollards that had been installed to prevent access onto the site by travellers, as happened previously, approx. 12 years ago.

The club are asking for the concrete blocks to be removed and for an additional gate to be fitted on the driveway up to the ground for extra updated security.

The Clerk informed Council that she would be starting to set the budget for next year and if any works would be carried out on the site, this would need to be included in the budget.

Councillor K Chewings would speak to the Chair of the football club and get more details of some funding and their requirements and potential costs to bring to the next Council meeting, to allow to be included in the next budget.

Queens Platinum Jubilee June 2022

The Queens Platinum Jubilee celebrations will be taking place on 2nd, 3rd, 4th, and 5th June 2022. The Clerk asked if council would like to put on any events, and if so a budget would need to be set.

Councillor Stothard suggest a prom on the park type of event could be arranged for the Sunday afternoon, with a stage, deck chairs, entertainment, and a few stalls. Those attending could also bring a picnic.

A proposed budged of £5K was suggested for this event.

A Working group was formed consisting of Councillors K Chewings, D Stothard, A Simpson and C Jeffreys. They will meet in the New Year to start making plans for the event.

Allotment Tenancies for 2022

Council considered the allotment charges and terms and conditions of tenancy for all council’s allotment sites for 2022.

Resolved          :          
“To approve the charges and terms and conditions of tenancy for the allotments at Burhill, Forest Close and Hollygate Lane for 2022.”

Budgets 2022/2023

The Clerk asked Council if they had any additional items that they would like including in the Budget for 2022/2023 before she prepared the papers for the working group meeting?

The Tax Base had been received which was 2431.9 (2433.88 in 21/22) an increase of 1.9%, which would give Council an extra £183.00 for 22/23 if council were to use the same budget.

Council asked that the following be included in the budget:-

Queen’s Platinum Jubilee Celebrations – £5K Additional Security for Arthur Ridley Sportsground (this figure will be available in the following days) Painting of Broadmeer Play Park

Council Policies

Council has received a copy of the following updated Severe Weather Policy.

Resolved          :           “To adopt the Severe Weather Policy.”

Covid-19 Policy

No further changed had been made to the policy, and staff will still be encouraged to maintain safe working Covid-19 procedures.

The play parks are now being sprayed once a week, but if the rates start to rise it will be reverted back to twice a week.


2039     Crime Figures October 2021

1.10.21BroadmeerShed broken into – nothing taken
5.10.21WoodviewCriminal Damage – fence damaged overnight
13.10.21Bingham RoadCriminal Damage – shop window damaged overnight
16.10.21Bingham RoadCriminal Damage – car windscreen damaged
17.10.21WoodviewCriminal Damage – Bus shelter damaged
24.10.21Mensing AvenueTheft from motor van broken into tools stolen

Councillor K Chewings asked if the police could also provide Council with any reported anti-social behaviour figures.

The Clerk will invite the Police to attending a future meeting.

CSC – Domain Name

Notification has been received from CSC – the provider for the Town Council’s Domain name, to inform that the annual charge for the domain name system will increase by £1.15.

Councillor K Chewings asked if it would be possible if Councillors emails could be received via an IMAP which would enable them to receive their emails direct to their mobile phones?

Clerks Reports

The Clerk had received a complaint from a parent who uses Serendipity’s Nursery. She had witnessed young people using bad language and climbing onto the roof of the Cotgrave Futures building and was concerned about the safety implications of them injuring themselves.

The Clerk had replied informing the parent that anti vandal paint was used as well as finials to deter them from climbing onto the roof, this will continue to be monitored.

Councillor K Chewings said that he had asked the Cotgrave Community Kitchen if it was possible to put some anti vandal paint onto the top of their container, as this was one of the ways that they were using to climb onto the roof.

The Clerk informed Council that she had employed one of the park keepers on a temporary 3-month contract, for 6 hours per week, to carry out litter picking in the village.  The member of staff was also completed a form recording the number of bags of litter collected and from what areas.

Councillors’ Reports

Councillor R Butler had witnessed a van on the field off the old A46 being loaded with mini motorbikes. He had reported this information to the police.

Councillor K Chewings acknowledge the very sad news of the death of Dr Macdonald. His funeral will take place on Monday 15th November. This is by invitation only, but his family have arranged for his coffin and the family funeral party to drive slowly through Cotgrave on the way to the funeral service. The route will start at 1.15 – 1.40pm passing Ash Lea School, Church Farm Nursing Home, a route of the car park by the main entrance to the Cotgrave Surgery Hub and Cotgrave Welfare.

Councillor Stothard said that the Just Giving Page that had been set up in Dr MacDonald’s name, had, so far, raised just over £4K. He is in contact with the family who will have the final approval of where the money raised should be spent/donated.

Councillor Jeffreys asked if the Council could purchase a tree and plaque in remembrance of Dr Macdonald.

Councillor K Chewings asked that a letter of condolence be sent to Dr MacDonald’s family from Council.

Councillor M Chewings said how inadequate the Well Chemist was in Cotgrave, it was far too small for the number of people who now use it. Is there something that Council can do to help with this issue? The chemist is hopeful that the current situation will improve from January 2022.

Councillor Butler said that there are also of Pharmacy regulations that need to be met before a pharmacy  can be opened, but Rushcliffe Borough Council are aware of the issue.

Councillor Eldridge asked about the parking issues that could be caused for the lighting of the Beacon for the Queens Platinum Jubilee at the County Park.

The business units are happy for cars to be parked in the industrial area on special occasions when the businesses are closed.

Councillor Simpson said that parking was become an issue on Plumtree Road since the parking measure had been installed outside of the school, which was now just moving parked vehicles further up the road passed the church.

Councillor Stothard stated that he had concerns with the current staffing levels at Candleby Lane School. The Head Teacher was now off on sick leave until the New Year and there had been various changes with the Deputy Head Teacher.

Councillor Butler, who is a Governor at the School said the school was performing very well and believed that they were soon to be having an Ofsted Inspection.

Councillor K Chewings also said that parents had shared their concerns with him over the management of the school.

Councillor S Ellis noted that this is not an issue that council is able to resolve.  Councillor Ellis also asked for information about the restricted Remembrance Day Service being held on Sunday morning

Planning Minutes

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

072       Permission Granted:

20 Rectory Road, Cotgrave, Nottingham, NG12 3HU – replacement porch, conversion of garage including raising the roof height of the garage and alterations to the fenestration.  Erection of single storey side extension.

Unit 1 and Unit 2, Cotgrave Shopping Centre, Candleby Lane, Cotgrave, Nottingham – variation of Condition 11 (change the operation hours to Unit 1 and Unit 2 (Unit 3 and 4 on the application) and condition 13 (to allow unit 2
(Unit 3 on the application) to be used in conjunction with Unit 1 (unit 4 on the application)) of planning permission 19/02209/FUL for the operation of Restaurant and café.