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Minutes Council Meeting held on 9th March 2022

Council minutes remain in draft form until approved at the next council meeting (13th April 2022)

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

Apologies Received:
Councillors H Brumpton and M Myles and C Patterson

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

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



2224     The apologies received were approved.

Declarations of Interest

2225     No declarations of interest were received.

Public Open Session

2226     No members of the public were in attendance.

Accuracy of the minutes of the Council Meeting held on 9th February and
Personnel Committee Meeting on 28th February 2022.

“That the minutes of the meeting held on 9th February and the Personnel Committee Meeting held on 28th February 2022 be received and confirmed as a true record.”

Progress Minutes of Council Meeting held on 9th February 2022

M2179 Recycling Site – Cotgrave Shopping Centre

No further details of when the recycling bins are being moved has been received. A follow up email will be sent.

M2223 Cadent Gas Works

The Clerk had had two face-to-face meetings with the Project Manager from Cadent and spoke with her regarding the issues surrounding the gas works in Cotgrave.

Cadent had agreed that they will tidy-up the areas following the works and should also carry out a full clean of the shopping centre.

She also informed the Clerk that there is going to be a change in management structure within Cadent, who have now been brought out by OnePlus as from 1st April.  This should not affect any agreement with the works in Cotgrave.

Planning Minutes

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

Financial Matters

2233     Payments

‘’That the payments made since the previous meeting totalling £17,959.88 as recorded below, be approved and the invoices awaiting payment be paid’’.

Blachere IlluminationsS1514442Christmas Lights1294.00
Methodist Church Room Hire 12th January 2022130.00
J Pick Reimbursement for FILCA Qualification1144.00
WaterPlus578387Burhill Allotments1198.42
UK Fuels1083250Fuel1184.45
Arco943059960Hi Viz Coat and Snicker Belt140.27
Notts CC92683477January Salaries111331.63
Allotment Tenant Bond Refund150.00
Rushcliffe Borough Cl70916650Suite F Service Charge 132.00
Rushcliffe Borough Cl70916462Unit 28 Rent 1.2.22 to 28.2.221600.00
Rushcliffe Borough Cl70916640Suite F Rent 1.2.22 to 28.2.22 435.00
Mick Dutton & Son14392New Clutch and drive belt for Kioti Truck.  Service engine and replace rear half shaft gator.12001.39
Mick Dutton & Son14393Service TYM tractor, repair step and break lights, repairs on trailer, fit new rear lights1523.56
J A Stephens1747117Topsoil – Rock Salt1211.30
Cotgrave Futures471Muga Electricity172.64
EoN74700829Suite F Electric – set up1297.63
Meerkat CommsMC006799Telephone and Broadband162.02
Streetwise Ltd19928Planting Covid-19 Memorial Tree1102.00
UK Tool HireTR4107Abrasive Wheel Training (Ground staff)184.00
Roffesoft7291Move a/c package, prep data move1144.00
J A Kents636092February Maintenance1906.40
Acora16966Data Back Up 2.3.22 to 1.4.22113.20
Opus71936429Sports Pavilion Electricity162.59
Water Plus5842864Forest Close Allotments139.38

2234     Income

Resolved:         “That the income totalling £3327.81 since the last meeting, as reproduced below.

4.1.22Cotgrave FCRent155.00
Feb 22Allotment Rent 202228 Plots (paid by bank transfer1303.90
3.2.22Rushcliffe Borough CouncilLitter Clearance Shopping Centre862.99
28.2.22Allotment Rent 2022Rent (paid by cheque)488.17
28.2.22Allotment Rent 2022Rent (Paid by cash)482.75
21.2.22Spring MarketStall Hire20.00
23.2.22Spring MarketStall Hire15.00

Financial Statements

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

At the end of January 2022 Council had £24,290.85 in the Co-op account, £112,935.40 in the HSBC account and £201,106.15 in the NatWest account.


Council considered a grant request from Trent District Community First Responders.

The group has asked for £1,500 towards the purchase of a new monitor and defibrillator (£7,500 purchase price)

Resolved          :          
“To award Trent District Community First Responders a grant of £1,500 towards the purchase of a new monitor and defibrillator.”

Working Group Updates

Welcome Back Fund

The Town Clerk had given Councillors an update on the Welcome Back Funding.

A claim has been submitted to the Borough Council for £8459.53.  A further claim will be put in by April 2022 for the February Craft Event for £165.79 plus an amount to purchase the signs for the Heritage Trail on The Green, which is not known at this time.

The Clerk asked Council if they wished to use the remainder of the funding.

Council agreed to return the remainder of the funding the Borough Council.  Any monies returned to Rushcliffe Borough Council and will be put into a pot and used for an event in a central location of Rushcliffe.

Cotgrave Play Areas – Grassmere

Council considered two quotations for the groundworks to be carried out prior to the commencement of the installation of the additional/replacement equipment.

Resolved :     
“To award the groundworks contract to Proludic Limited at the cost of £6,669.00.”

The funding request to the Nottinghamshire County Council has now been submitted for £11,600.00.

Queens Platinum Jubilee Celebrations

The Clerk had been speaking with Council’s insurance brokers, James Hallam, regarding insurance for both the event on the Green and also the lighting of the beacon at the Country Park.

2245     She has been advised that the 3-year long term contract with the current provider (Council are now in year 2 of that contract) will be no longer valid as they are exiting from the market from 31st May 2022, so has not been able to confirm the insurance for these events.

2246     The broker is speaking with other providers and hope to have more information in the coming days.

2247     Councillor K Chewings proposed that Council should continue with the plans for the events as a new insurance policy would  be in place, but costs of this is currently not know and asked that an Extraordinary Council Meeting be called so the new insurance policy could be agreed.

This proposal was seconded by Councillor D Stothard.

Resolved :          
“To continue with the plans for the Platinum Jubilee and call and Extraordinary Council meetings to agree Council’s insurance policy once costs were available.”

A meeting is being held on 16th March to discuss the risk assessment for the lighting of the beacon at the Country Park.

Councillor Darren Stothard thanked Councillor Jeffreys for funding the Beacon through her Rushcliffe Borough Council grant funding.

Cotgrave Futures – Serendipity’s Day Nursery

A request has been received from Serendipity’s Day Nursery asking permission to add a window in the manager’s office at Serendipity’s located in the Cotgrave Futures Building.

The office was originally provided as a cleaning cupboard and office space for the building is provided.  This window would be an external window which could impact on security of the building.

A vote was carried out and council unanimously

Resolved :          
“Not to give permission for the installation of the window.”

Council Meetings

Council reviewed the location of future Council Meetings.

Resolved          :         
“To continue to hold the meetings at Cotgrave Methodist Church, which will include the Annual Town Meeting on
 11th May.”

This will be reviewed again at the June 2022 meeting.

The Press and public will be excluded from the meeting during consideration of the following items  of business on the grounds that it involved the likely disclosure of exempt information as defined in Section 1(2) of the Public Bodies (Admissions to Meetings) Act 1960.

Personnel Committee

Council considered the recommendations of the Personnel Committee held on 28th February 2022.

Since the Personnel Meeting was held, Council has received notification from National Joint Council for Local Government Services informing that the pay agreement for 2021-22 has been reached on rates of pay application from 1 April 2021.  The new rates are uprated by 1.75%.  This increase will be backed dated to 1st April 2021 and paid in the March 2022 salaries.  This information would now change the figure’s recommendation by the Personnel Committee.

Councillor K Chewings proposed that all council staff should be given a 7.9% pay increase which reflected the current RPI (now CPI) rates.  Councillor M Chewings seconded this proposal.

A vote was taken and Councillor K Chewings wished this vote to be recorded.

Councillors K Chewings and M Chewings were in favour of the proposal.

Councillors R Butler, D Eldridge, S Ellis, S Gardner, B Handbury, L Healy, C Jeffreys, N Monday, I Shaw and A Simpson were against the proposals

Councillor D Stothard abstained.

A further Personnel Committee will be arranged before the next council meeting to discuss the wages increases and the next recommendation placed on the next council agenda for discussion and approval.

Covid-19 Policy

The Government has announced that as from 21st February, the end of Covid restrictions, including the need for people to self-isolate if they test positive for the virus.

Council’s cannot force staff to have a vaccination, or to inform their line manager if they have tested positive for the virus. However, Councils are still obliged to ensure that they maintain a workplace that protects the health, safety, and well-being of staff (S2 HASAWA 1974).  Council can still retain protective measures within their own premises, such as social distancing, temperature checks for staff, sanitising, the use of PPE and home working.  However, these limitations do not apply to the public, and many Council staff are in regular contact with members of the public.

Bearing all this in mind council

Resolved          :          
“That any member of Council’s staff who test positive for Covid-19 should stay off work until they have had a negative test.  Those members of staff who are able to work from home can do so if they feel well enough to carry out their duties”

This policy will be reviewed again in June 2022.


An email has been received from Cotgrave Library thanking Council for allowing them to be able to hold 3 craft sessions using funding from the Welcome Back Fund.  Approximately 250 people attended across the 3 events, “it has been an absolute joy to have seen the young families return back to the comfort and safety of this wonderful community space.  We are delighted that we were able to facilitate these events.”

Rushcliffe Borough Council – Proposed Dog Control Public Space Protection Order 2022 (PSPO)

The Community Safety Projects Officer had informed Council that the consultation responses show an overwhelming support for the above proposal.

 A recommendation for the Order will be presented to Rushcliffe Borough Council Cabinet in March and if it is approved will be taken to Full Council for endorsement in May.

It is proposed that the new PSPO will cover the following controls:-

  • Dog fouling – to include all areas of the Borough where the public has access; and the person in charge of the dog must have with them an appropriate means to pick up excrement deposited by the dog.
  • Dogs on lead in specified areas – only certain parts of Rushcliffe Country Park (as signed) to be mandated.
  • Dogs excluded – this applies al all-children’s play area, multi-use games areas, skate parks and gym equipment zones which are either fenced or enclosed.
  • 2272     Streetwise Environmental

Notification has been received from the Managing Director of Streetwise Environmental informing that Rushcliffe Borough Council has reviewed the contract and ownership arrangements and has decide to “insource” Streetwise back into Rushcliffe Borough Council ownership.  “Streetwise is performing well and the decision was taken for a range of reasons and is not linked to the great quality of work and effort of Streetwise staff.  It was decided that this approach will help to ensure continued success.”

Nottinghamshire Association of Local Councils – Section 137

The National Association has informed of the new S137 rate for 2022/2023.

The DLUHC has notified that the appropriate sum for the purchase of section 137(4)(a) of the Local Government Act 1972 for local council in England for 2022/23 is £8.82 per elector.

The Clerk had copied council into an article from the Daily Mail which referred to bus services, saying that services could be cut by a third as Covid emergency funding is axed.

Rushcliffe Borough Council – Electoral Review

A further draft recommendation for the new electoral arrangement in East of Rushcliffe council has been received.

National Join Council for Local Government Services

Council has received confirmation  regarding the Local Government Services Pay Agreement for 2021-22.  The new pay rates allowance has been uprated by 1.75 per cent.

Clerks Reports

David Cox Fairs had request if they could attend Cotgrave from Monday 18th July to Sunday 24th July.  These dates have been booked.

Council’s Insurance Policy

Council’s insurance broker, James Hallam Limited, has informed the Clerk that Mutual Military, our current insurer, are removing their services from the Council insurance market.  Council’s broker is having discussion with Aviva to try to fill the gap.

An occupational health appointment has been made for a member of staff, but this was to be a telephone consultation.  Council wished for the appointment to be a physical appointment.
The Clerk will re booked the appointment within working hours.

The Clerk had received the latest Civility and Respect Newsletter.

The Clerk informed Council that Cotgrave’s does not seem to currently have a Beat Officer.
Police Sergeant C Jury has now moved to Gedling and has taken up a post as Inspector and
PC Henson has moved full time to the Drome Team.

Council asked for the Clerk to write to the new Police Inspector for Nottinghamshire asking who the replacements will be for Cotgrave.

Councillors’ Reports

Councillor Butler informed that Nottinghamshire County Council that some funding has been allocated for work to be carried out on some grassed area of Cotgrave, that are currently having cars parked on.  The amount of funding is currently unknown, but this will be for works in Cotgrave, Cropwell Bishop etc.

Councillor Butler reminded council of the Town Parish Forum taking place on 24th March, and encouraged anyone who wish to attend to book onto this event.

Councillor K Chewings had noticed that the tree on Ringleas Park had now been removed.

Councillor K Chewings also raised concerns regarding the Well Chemist in Cotgrave and said that he thought that this service was not fit for purpose.

Councillor K Chewings said that the issues that Cotgrave Candleby Lane School had been having seems to be improving.

Councillor M Chewings ask if the CT4N service that ends at the end of March will be replaced by the new services straight away.   It is believed that the new service will commence in April, but the name of the service and timetable have not yet been issued by the County Council.

Councillor Eldridge asked how the litter collection service by Council’s member of staff has been working.  The member of staff has been collecting 6-8 bags of rubbish per week.

Councillor Eldridge informed Council that the Rotary Club will be carrying out Spring Clean event and asked what areas of Cotgrave they could cover.  The Clerk suggested Saxon Way, Marlwood, Hickling Way and Eastmoor area.

Councillor Gardner had been asked if discussions could start again about having a memorial for the pit, potentially at the site of the old pit head. This would be added to the next Council agenda.

Councillor B Handbury said that discussions had taken place previously regarding a memorial for the pit at the Country Park, but this had been a

Councillor Jeffreys also mentioned about the situation with the  Well Pharmacy and that the situation does not seem to be getting any better.  Council asked if the Clerk would write to Well Pharmacy and invite them to a future Council meeting to discuss the situation.

Councillor I Shaw asked Councillor Butler if there had been an update on the problems with the pumping out of sewage on Owthorpe Road and the smell that it was giving off.  Councillor Butler said that he had spoken with Severn Trent Water who had now located the problems and was working on rectifying this.  This issue had been with new pipework following work at the nursing home and that some of the capping off of the pipework needed to be finished off.

Councillor A Simpson has if the re-dedication of the coal trucks on the Green could be looked at again.  This will be added to the next Council meeting agenda.

Councillor Simpson also asked if it would be possible to also look at the possibility of having a  flagpole in Cotgrave?  Council had previously asked Rushcliffe Brough Council for a flagpole to be located on the shopping centre, but this request had been refused.  The Clerk will speak with the Borough Council again.

There being no further business the meeting closed at 8.45pm.

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.

078       At Council Meeting on 9th March 2022

22/00255/FUL    8 Chennel Nook, Cotgrave, Nottingham, NG12 3PL – first floor extension over existing front porch 22/00280/FUL    27 Forest Close, Cotgrave, Nottingham, NG12 3JN – first floor extension, external alterations to fenestration and application of timber cedral cladding.
22/00368/ADV   Street Record, Plumtree Road, Cotgrave, Nottingham – advertisement mounted on trailer.
21/01203/OUT   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.

22/00338/PA14J Dynamite Baits, Wolds Farm, The Fosse, Cotgrave, Nottingham –  application for prior approval for the installation of roof mounted 143.6kW solar PV system comprising of 266 x Canadian Solar 540w solar panels.
22/00434/FUL    2 Owthorpe Road, Cotgrave, Nottingham, NG12 3JE – single storey side and roof extension.
22/00449/FUL    6 Corn Close, Cotgrave, Nottingham, NG12 3QJ – single storey side extension

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

079       Permission Granted:

22/00037/FUL    22 Meadow Crescent, Cotgrave, Nottingham, Ng12 3SP – change of use of garage to physiotherapy treatment room.           

080       Permission Refused:
21/02594/FUL    Co-Op Retail Services Ltd, Cotgrave Shopping Centre, 15 Candleby Lane, Cotgrave, Nottinghamshire, NG12 3JQ – installation of an Amazon locker (Retrospective)

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