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Minutes Council Meeting held on 5th May 2021

Councillors D Stothard (Chair), R Butler, K Chewings,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            
No Apologies were given.

Councillor H Brumpton  

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

The meeting was held virtually, via Zoom, and commenced at 7.50pm.   


1642     No apologies had been given.

Declarations of Interest

Councillors K Chewings, N Monday, M Chewings and D Stothard declared an interest in Agenda Item number 12 – Cotgrave Community Kitchen – proposal to install a container for their use at Cotgrave Futures, as Trustees of Cotgrave Futures.

Public Open Session

No members of the public were present at the meeting.

Minutes of the Previous council meeting held on 21st April 2021 and the Extraordinary Council meeting held on 22nd April 2021

Resolved          :          
“That the minutes of the meeting held on 21st April 2021 and those of the Extraordinary Council Meeting held on 22nd April 2021, be received and confirmed as a True record.”


M1543 Litter Bin top of Owthorpe Road

Councillor Shaw asked if there was an update on the request for an additional litter bin at this location?

The Clerk will make contact again with the County Council.

M1547 Letter to Barratts

No further correspondence has been received from Barratts, and Councillor K Chewings asked if this could be chased up again?

M1550 Defibrillators

Councillor K Chewings had notice that the defibrillator was now installed in the phone box on the corner of Ringleas/West Furlong and asked if this was now live.

The Administration Manager had registered the defibrillator with “The Circuit” and had received an email confirming that it was now live and registered with EMAS.

Councillor M Chewings asked if some more training could be made available for using defibrillators?

The Clerk would speak with the trainers and suggested that perhaps this is something that could be set up in schools and with the Youth Club.

M1562 Grant to Vale First Responders

Councillors had been copied into a letter from Vale First Responders thanking Council “for your very kind decision to grant £500 to support our First Responder operations.  As well as helping us to finance the costs of our work knowing that the local communities are supporting us is a great encouragement to our volunteer responders in what we can sometimes be stressful work.  Your help is much appreciated.”

M1573 Allotment Plot Forest Close Allotments

Council asked if any further communication had been received following council’s decision not to contribute towards the cost of the skip?

An email had been forward to the allotment tenant informing them of Council’s decision, and no response had been received.

M1579 New IT Equipment

The new laptop, monitor and docking station had been purchased and was awaiting delivery and set up.

Planning Minutes

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

Financial Matters

1658     Payments

‘’That the payments made since the previous meeting totalling £19,090.95 as recorded below, be approved and the invoices awaiting payment be paid’’.

Mick Dutton & Son14024Battery for ride-on mower157.60
NALC2011E Training x 2 Data Protection133.60
CISWO2319Annual Rent – Arthur Ridley S Ground1856.45
Opus70221341Pavilion Electricity132.28
Lyreco Ltd61582825Covid Guard Disinfectant169.55
Rushcliffe BC70855948Quarterly Rent Studio 3 1410.00
Rushcliffe BC70855910Quarterly Rent The Green168.75
Rushcliffe BC70855901Quarterly Rent Ringleas Park166.25
Rushcliffe BC70855895Quarterly Rent Grassmere Park168.75
Streetwise19070Empty Dog Bins/Warden Service1518.98
Mick Dutton & Son14067Service Stiga Mower1146.10
Sublime Shine577-578CTC & CF Window Cleaning161.98
Steve Webster1371Repair tap at Hollygate Allotments196.00
Community Heartbeat8363Replacement Defib Pads188.80
Mrs J Stephenson Ink Cartridges – home working123.78
NCC Youth Service Grant – Easter activities1750.00
Notts CC92567619March Salaries19144.51
British Recycled Plastic2512Bench for Maddison Field1459.00
Rushcliffe BC Rates 21/22 Office11019.70
Rushcliffe BC Rates 21/22 Archive Store1107.29
Rushcliffe BC Rates 21/22 Garage1173.56
Rushcliffe BC Rates 21/22 Outdoor Stores1199.60
Acora48154Data Back Up113.20
Opus Energy70397731Pavilion Electricity136.77
George Brook15Tree Works – The Green1900.00
Well Medical240760Defibrillator11494.00
J A Kents62288April Maintenance1906.40
Mrs J Pick Petty Cash114.79
Nalc2031Return to work webinar150.00
Vodafone488984464Mobile Telephone119.91
Mrs J Stephenson Zoom renewal171.94
UK Fuels13033Fuel1131.41
  TOTAL 19,090.95

1659     Income

Resolved:         “That the income totalling £106,654.11 since the last meeting, as reproduced below.

1.4.21Cotgrave FCRent150.00
23.4.21Rushcliffe Borough CouncilPrecept104,712.50
27.4.21HMRCVAT Refund1791.61

Financial Statements

1660     Members considered the Statements for March 2021 as reproduced at the back of the Minute Book.

At the end of March 2021 Council had £24,290.85 in the Co-op account, £82,964.05 in the HSBC account and £201,089.30 in the NatWest account.

Review of Financial Regulations Policy

1661     Council had been copied into the Financial Regulations Policy, to be reviewed.

Resolved          :           “To approve the Financial Regulations for Council.”

Defibrillators in Cotgrave

The Clerk will contact Western Power to discuss the possibility of the use of power from sub-station for defibrillators, but currently no locations have been identified for further defibrillators in Cotgrave, specifically in the Daleside area.

Cotgrave Community Kitchen

Councillor K Chewings, Trustee of Cotgrave Futures, has produced a document regarding the relocation of the Cotgrave Community Kitchen to Cotgrave Futures.

The Community Kitchen has relocated to Cotgrave Futures due to Cotgrave Welfare being able to re-open under the governments roadmap and needing the hall to accommodate their bookings.

The Community Kitchen is currently using the meeting room at Cotgrave Futures, but this room is used by many other organisations (out of lockdown) and it would not be appropriate for the Community Kitchen to have sole use of this room on a permanent basis. It has been decided that a flat pack container/port-a-cabin could be sited on site to allow for storage of food and equipment and the meeting room used on days for the mini market/food collection.

It is proposed that a partnership is formed between Cotgrave Community Kitchen, Cotgrave Futures and Cotgrave Town Council, to ensure that Cotgrave Community Kitchen have the facilities they need to continue to provide their services to Cotgrave.  This would be achieved if all three parties agree to provide a third of the cost for the purchase of the container at Cotgrave Futures for use of the Community Kitchen, who will have sole use of the container as part of a licence agreement with Cotgrave Futures.  Also, a sign sited at the front of the building promoting that Cotgrave Community Kitchen is based at Futures and working in partnership with Cotgrave Town Council and Cotgrave Futures.

If the Cotgrave Community Kitchen found new premises, they would be given the option to purchase the container and take it with them and the price agreed and paid would be split three ways between all the parties.

The proposal also includes that the container would be owned by Cotgrave Futures for insurance purposes (contents will need to be insured by the Community Kitchen).

The costs for the project are as follows: –

Cabin, including delivery and VAT          :                       £5,562.00
Ballast                                                  :                       £     75.74
Electrical Installation                              :                       £1,260.43
Total                                                     :                       £6,898.17

It has now been identified that the container would now need to be installed on a concrete base, and this would require some additional funding. This can be discussed later.

Councillor K Chewings put the proposal to Council.

“That Cotgrave Futures purchase the cabin and Cotgrave Town Council, Cotgrave Futures and Cotgrave Community Kitchen each contribute £2,299.39 toward its purchase and installation.”

This proposal was seconded by Councillor S Ellis and all Councillors agreed.

Councillors D Stothard, K Chewings, M Chewings and N Monday did not take part in the vote as representative on the Board of Trustees of Cotgrave Town Council.

Resolved          :          
“That Cotgrave Futures purchase the cabin and Cotgrave Town Council, Cotgrave Futures and Cotgrave Community Kitchen each contribute £2,299.39 toward its purchase and installation.”

Pensioners Christmas Meal 2021

Councillor L Healy has spoken with the Nottinghamshire Golf and Country Club regarding dates for a Pensioners Christmas meal and they have availability on Wednesday 15th December.

Councillor Healy has also spoken with Cotgrave Community Kitchen, and they will also be able to provide a Christmas meal for those who do not wish to or those who are housebound and cannot attend the Golf Club.

Returns to physical face-to-face meetings.

It has been announced that the High Court has ruled against Lawyers in Local Government (LLG) Association of Democratic Services Offices (ADSO) and Hertfordshire County Council and their bid to enable local councils to continue meeting remotely.

As from 7th May 2021 Councils have no legal right to hold meetings via Zoom, so all future meetings will need to held in person in a public place.

Cotgrave Town Council usually hold their meetings in the meeting room of Cotgrave Futures, which has a capacity for 25 (seated), as from 17th May, under the governments rules this will only allow for a 50% capacity of 12 (seated) allowing for social distance restrictions.

The Clerk will make enquiries about other possible venues large enough to accommodate a council meeting, ie Cotgrave Welfare hall, Methodist Church, Scout and Guide Hall and All Saints Church.  The Leisure Centre will be able to accommodate for a meeting, but only up until 17th May, when after this date they will be using the hall for sports facilities.

Suspend standing orders at 9pm to allow the meeting to continue for a further 20 minutes.

The Clerk also informed Council that other options would be to allow the Clerk, as proper officer a Temporary Scheme of Delegation, enabled the meetings to continue via Zoom, but the Proper Officer would be empowered to take all decisions recommend by the Council.

Councillor K Chewings was not in support of this option.

The Clerk would also make enquiries about being able to hold Council meetings outside of Cotgrave, if venues larger venues were available in other villages/towns.

A Council meeting will need to be held in June to enable the signing of the Annual Governance Statement and Accountability for 2020-2021, which must be done in person.

Resolved          :          
“To approve the meeting dates for the first three meetings of Council for 2021-22 – 9th June 14th July and 1st September.  The remainder of council meeting dates will be reviewed and approved once further information is available on venues and the government roadmap to  re-opening has been confirmed for 17th May and 21st June 2021.”

Covid-19 Policy

No further amendments had been made to the policy.


Crime Figures

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

9.3.21MarlwoodTheft from motor vehicle – number plates and wind mirror stolen off VW van
23.3.21RingleasTheft of motor transit van – stolen overnight
25.3.21Woodland CloseTheft from motor car – searched nothing taken (keyless entry)

Clerks’ Reports

The Clerk has received a telephone call from a resident complaining that a Willow Tree which is in a poor state and is falling towards the rear fence. The Clerk has arranged for the tree to be removed before it damages the fence.

Councillors Reports

Councillor K Chewings asked when the new shops would be open on the shopping centre and in particular the car park, as parking at school drop off and pick up times is very busy?  It is believed that Heron Foods is due to open on 3rd/4th June.

Councillor Eldridge asked if Streetwise provided a litter pick on Woodivew.  Council pay Streetwise to provided 2 hours per day, 5 days a week, the litter pick service which over the 5 days covers the majority of Cotgrave.  The Clerk will speak with Streetwise regarding the service being provided.

There being no further business the meeting closed at 9.16pm

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.

At Council Meeting held on 5th May 2021

Hotpots Café, Cotgrave Shopping Centre, Cotgrave – variation of Condition 2 of planning permission 10/01796/COU (Extending opening hours to suit trading conditions 0730 -2245 Monday to Sunday)               (Resubmission of 20/02729/VAR).

Heronbrook Farm, Peashill Lane, Cotgrave, Nottingham, NG12 3HD – construction of single-storey front extension boot room.

Land south of Hollygate Lane and North of Colston Gate, Cotgrave, Nottingham – outline planning application for up to 90 dwellings with all matters reserved except for means of access.

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

Permission Granted

Walnut Tree House, 11a Bingham Road, Cotgrave, Nottingham, NG12 3JS – two storey side extension, single storey rear extension and new front porch.

Woodend Farm, Owthorpe Road, Cotgrave – variation of condition 2 of planning permission 18/00921/FUL to allow change in positioning and design of dwelling.

Hollygate Industrial Park, Hollygate Lane, Cotgrave – erection of palisade metal fence around the side perimeters of premises.  Erection of 5 no 6 meter poles with monitoring cameras.  Erect one additional Portakabin (Part retrospective).

43 White Furrows, Cotgrave, NG12 3LER – raise the existing garage roof to provide additional storage and install roof lights

Refuse Permission
Land North of Stragglethorpe Road, Stragglethorpe, Nottingham – change of use of land to use as a residential caravan site for one gypsy family ,including stationing of two caravan, erection of dayroom, laying of hard-standing, construction of new access, and erection of boundary walls. (Resubmission)

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