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Minutes of Council Meeting 13th March 2024

Please note that minutes are only shown in draft form until approved at the next council meeting.

Cotgrave Town Council Meeting
13th March 2024

Present                         :          
Councillors I Shaw (Chairman), R Butler, K Chewings, S Denham, S Ellis, S Gardner, L Healy, C Jeffreys, S Mitchell,
N Monday, M Myles, A Simpson and M Woodward.

Apologies Received      :          
Councillor D Stothard.

Attendance                      :        
Julie Stephenson (Town Clerk), Jane Pick (Administration Manager) – Cotgrave Town Council.

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



0587     The apologies received were approved.

Declarations of Interest

0588     No declarations of interest were given.

Public Open Session

0589     No members of the public attended.

Accuracy of the minutes of the Council Meeting held on 14th February 2024

0590     Councillor S Ellis asked that minute number 0552, Remembrance Day Parade, be amended as he proposed that the parade does not continue this was seconded by Councillor S Mitchell.

0591     Resolved         :           That minute number 0522 will be amended to read: –

“Councillor S Ellis proposed that Council will no longer provide the Remembrance Day Parade due to costs implications and lack of participation.  This was seconded by Councillor S Mitchell and approved by Council.”

0592     Resolved          :          
“That the minutes of the Council Meeting held on 14th February 2024 and those of the Personnel Committee dated 9th and 29th February 2024 be received and confirmed as a true record.”

Progress Minutes of Council Meetings held on 14th February 2024

0593     M0534 Barratt Homes

No update has been received this month.

0594     M0536 Burial Ground in Cotgrave

Councillor Woodward had obtained information regarding burial provision in Cotgrave and had prepared a document that she wished to be published in the Cotgrave Connections Newsletter.

Council noted that the information in the letter could be noted and shared but not any prices, it would be the responsibility of the family to decide which funeral director they would engage with, and the price would be confidential to the family.

0595     Councillors A Simpson said that he thinks that natural burials seem to be the modern way for burials, but there is no longer provision for a traditional burial with headstones in Cotgrave. Councillor Woodward said that Bingham and Radcliffe-on-Trent will take residents of Cotgrave in their cemeteries.

0596     M0544 NatWest Account

The Clerk now has a link for a form to be completed by two signatories to transfer £180K to the new higher rate interest account as agreed by Council at the previous meeting.

0597     The Clerk will send the link to Councillors Butler and Healy.

0598     M0549 Grant Joyful Jukebox

The Joyful Jukebox had been invited to attend but would like to attend the Council meeting in April to further discuss their grant request.

0599     M0561 Tree works at Hawthorne Avenue

The Council has received several complaints from residents regarding the tree works on Hawthorne Avenue.

The residents are not happy about the reduction in the number of trees on the green space and the pruning of the remaining ones. The area is overpopulated and some of the trees have grown very high and some are interfering with the telephone lines. Some of the trees are showing signs of dying.

0600     M0564 Planters on the Shopping Centre

 The clerk has contacted the Community Garden and informed that the cost has been approved and they have been asked to go ahead to start to plant up the planters on the shopping centre. No response has been received from the Community Garden.

0601     M0566 Defibrillator Cotgrave Futures

The new defibrillator is now installed and has been registered.

The old defibrillator has been given to St John Ambulance as a training aid.

0602     M0580 Signs at Shepherds junction

Councillor Butler informed that the new smaller sign will be installed on 18th March.

0603     M0582 Green spaces on Flagholme and Cartbridge

Councillor Butler informed council that the areas are now under consideration for creating parking spaces and money has now been allocated in the 2024/2025 budget.

0604     M0574 Dog Training on Madisson Field

No further information has been raised regarding the resident wishing to use Madisson Field for dog training.

0605     M0585 Grass Cutting at Church Yard and Cemetery

Payment has been received from All Saints’ Church for the grass mowing for 2023.


Planning Minutes

0606     Resolved          :          
“To confirm the planning minutes recorded and the decisions taken by the Council and those of the Planning Authority.”

Financial Matters

0678     Payments

Resolved:         ‘’That the payments made since the previous meeting totalling £19,472.15   as recorded below, be approved and the invoices awaiting payment be paid’’.

ABM20155Drum Unit for printer130.79
Allotment Tenant Bond Refund50.00
Methodist Church Room Hire 10.1.2430.00
Arco947464833Workwear – Groundsman178.66
UK Fuels10015546Fuel63.42
Notts County Council92971134January Salaries12508.16
Three Mobile Phones13.99
British Gas888018725Suite F Electricity125.04
J Pick Petty Cash21.35
Rushcliffe Borough Cl71077866Rent Unit 28650.00
Rushcliffe Borough Cl71077641Rent Suite F435.00
Rushcliffe Borough Cl71077955Service Charge Suite F180.00
LSC130056Helmet Visor and Ear Defenders55.68
LSC129761Helmet, Gloves, Litter Pickers111.54
HSBC Bank Charges8.00
Meerkat Comms Phones and Broadband61.19
J A Kent Services66633Grounds Maintenance Feb 241045.00
Waterplus4727610Burhill Allotments87.76
R Jones Dr Macdonald Bench Deposit1000.00
Notts CS22400517Gloves, Litter Pickers, Paper84.98
Rushcliffe Borough Cl71062326Repair bench on Madisson Field417.08
Rushcliffe Borough Cl71062344Bin Repair Madisson Field67.20
Rushcliffe Borough Cl71062371Empty Dog Bins73.93
Rushcliffe Borough Cl71062380Cleansing – Broadmeer Park91.92
Rushcliffe Borough Cl71062451Event Bins Christmas Market37.80
Elexcel11979Removal of Christmas Lights277.20
Wel MedicalI274463Ipad Defibrillator (Cotgrave Futures)965.94
Notts County CouncilN022401078Refuse Sacks41.26
Rushcliffe Borough Cl71080431Empty and collection of dog bins73.92
Opus75024724Sports Pavilion Electricity130.54
EDF Energy Unit 28 Electricity29.00
Hydro-X185508Sports Pavilion Legionella Testing425.80

0608     Income

Resolved          :           “That the income totalling £1,600.86 since the last meeting, as reproduced below.

FebruaryAllotments TenancyRent Various Plots1,440.86
1.2.24Cotgrave FCRent160.00

Financial Statements

0609     Members considered and approved the Statements for January and February 2024 as reproduced at the back of the Minute Book.

At the end of January 2024 Council had £4,986.85 in the Co-op account, £69,784.03 in the HSBC account and £204,245.37 in the NatWest account.

At the end of February 2024 Council had £4,986.85 in the Co-op account, £51,862.03 in the
HSBC account and £204,480.67 in the NatWest account.

Council Events

D-Day 80th Anniversary

0610     D-Day 80 will take place on 6th June 2024. A beacon has been ordered and this will be lit at 9.15pm followed by the reading of a National Tribute.  Cotgrave’s local piper has kindly agreed to play at the event.

0611     Council’s event has been registered with the Pageant Master and a certificate of participation will be printed for display in the council office.

0612     Information has been passed to All Saints regarding taking part in a ‘Ring Out for Peace’. The Rector will speak with the Bell Ringers.

0613     Information on the event will be available via local social media, councils notice boards and website inviting residents to join the event on the Green.

0614     Co9uncillors Healy said that D-Day 80 flags were available to order.

Summer Street Market

0615     A date for the Summer Street Market has been set for Saturday 3rd August between 11am and 4pm.   The event will take place on the shopping centre and green area. Markets stalls will be invited to attend, and bookings are now starting to be made for stalls.

0616     The Clerk is making enquiries about hiring in a ‘have a go’ skateboarding and Slacklines (which is a walking, running and balancing along a suspended length of flat webbing that is tensioned between two anchors).

Rushcliffe Borough Council
Growth Boards

0617     As an outcome of the Growth Boards review it has been agreed that the Borough Council would like to arrange meetings with parish and town councils twice a year.

0618     The proposal is for the Clerk to attend the meetings along with a nominated Councillor.

0619     Councillor Ian Shaw, Chairman of Council will attend with the Town Clerk.

Litters Bin Refuge Collection/Litter Picking Service

0620     Following on from meetings with Rushcliffe Borough Council (RBC) regarding the litter bins in Cotgrave and ownership of the bins (some belonging to Cotgrave Town Council and some by RBC), RBC are now going to start to charge all towns and parishes in Rushcliffe a set fee for emptying and collection of parish/town owned bins. Currently council only pay for the removal of dog waste from the dog bins.

0621     Council suggest that a meeting is arranged with RBC to further discuss this matter. 

0622     Councillors K Chewings, I Shaw, A Simpson and M Woodward would like to attend the meeting.

Council Policies

0623     Councillors consider the policy for Playground/Recreation Spaces Policy.

0624     Resolved          :           “To adopt the Policy on Playground/Recreation Spaces.”

Council Meetings 2023/2024

0625     Council have been holding their monthly meetings at the Cotgrave Methodist Church for a fee of £15/hour.

0626     It has been suggested by Council that meetings for 2024/2025 should now be moved back to Cotgrave Futures.  The meeting room on Wednesdays is currently not available, so the option is to either hold the meetings in the café area or move the day of the council meetings.

0627     Resolved          :          
“To add this items to the agenda of Council’s Annual General Meeting on 8th May to amend Standing Orders to move Council meetings to a Monday evening and be held on the third Monday of each month, except for August and December.”

Cotgrave Futures

0628     The Chairman of Trustees informed Council that a new Administration Manager has been appointed and they commence work on Monday 18th March.

Correspondence (for information)

0629     Barratt Homes

A letter has been received from Barratt Homes confirming that the new housing development of 210 dwellings will commence in March 2024.

The works will consist of the construction of a new access traffic island on Hollygate Lane.  The new junction is required to provide access to the development and our contractor, DAB Civil Engineering Limited, will be commencing the works week commence 11th March 2024. There will be a requirement for temporary traffic management on Hollygate Lane during March and April with a road closure required in May to complete the works. Hours of work will be 7.30 to 6pm 5 days a week.

0630     Crime Figures

PCSO Phil Evans has provide the crime figures for February as below: –

6th February      Criminal Damage          Harvest Drive    Car window damaged
18th February     Criminal Damage          Broadmeer        House window/s damaged
28th February     Vehicle Theft                 Ringleas           Transit van stolen.

Reports from Ward Members

0631     Councillor S Ellis said that the Budget for Rushcliffe Borough Council 2024/2025 has now been set, with an increase of 2.56% on Council Tax.

0632     The Leader of Rushcliffe Borough Council has arranged to speak with Michael Gove regarding new regulations for Management Companies on new housing developments which have a growing feeling of being out of control and proper regulation is required.

0633     Councillor Butler said that £180K has been allocated for car parking/verges within this budget.

0634     Councillor K Chewings informed that the agreed budget for Rushcliffe Borough Council will be scrutinized next spring (2025) because the forecast in the medium term is suggesting a deficit in the next 5 years and this could be a figure of £1.553 million even after all cuts have been made.

Clerks Reports

0635     The Clerk has booked the date of 23rd April for the accounts close down for 23/24 and 22nd April to meet with the Internal Auditor, this is to complete the AGAR for 2023/2024.

0636     Council grass cutting contractor owe council a cut from last year’s contract due to it not being completed at the end of the due to the very wet weather.  The Clerk is asking if the contractor can on the next cut to include a one-off box off of the grass cutting, using this as the outstanding cut, combining the next cut and the outstanding one because of the cost difference having the areas boxed off.

0637     The Clerk asked Council if they were happy for her to complete a form for NatWest bank to allow her to have full on-line access to the bank account for ease of access to bank statements.  Council was completely happy for the Clerk to complete the form and have access to the on-line banking for Nat West.

0638     The Clerk has received information on the National Spring Clean event.  This can take place between 15th and 31st March.

0639     S H Events have asked if they could have permission to use Madisson Field for a Summer Festival they are running on 29th June.  The event will be a ticketed charity event with live music, craft stalls, children’s rides, and food vendors. They were originally going to use the Welfare Field, but because they cannot use the football pitch space for stalls etc, they would not have enough space for the event. The event will run from 10am to 10pm.

0640     Council decided that this field would not be suitable for this event and to inform SH Events.

0641     The Clerk will be arranging to meet with Cotgrave Welfare to discuss this year’s Bonfire Event on Sunday 3rd November to put in control measures following on from last year’s event and the large number of stalls that were in the car park area which caused safety issues.

0642     A new interactive speed sign has been installed leaving Cotgrave by the Rose and Crown public house.

0643     Council have been contacted by someone who is asking to be consider for voluntary work for the Council.  This would be for 2/3-hours, 2/3 times a week. The Clerk will speak with the volunteer.

0644     Council have been contacted by the delivery company for the Cotgrave Connections Newsletter and they have stated they do not wish to continue to delivery the newsletter. Council will look for a new delivery service.

Councillors’ Reports

0645     Councillor Monday informed Council that he and Councillor Mitchell are part of the Men United Choir which is to promote Prostrate Cancer with a concert at the Albert Hall to raise funding awareness.

0646     Councillor Woodward reported that the fingerpost outside 180 Ringleas is loose.

0647     Councillors Denham asked if anything would be done to help with the flooding on road into Cotgrave, especial on Hollygate Lane.  Councillor Buter said that NCC Highways was working with agencies to resolve this problem.

0648     Councillor Butler informed that double yellow lines have now been put in place on the corners of Daleside/Owthorpe Road and also on Greenfields Drive.

0649     Councillor Butler said that the new interactive speed sign outside the Rose and Crown was only temporary as it is no longer allowed to have 2 signs so close together.

0650     Councillor Butler had also been contacted regarding the tree pruning/removal of trees on Hawthorne Avenue by some unhappy residents.

0651     Councillor Chewings has been contacted by Yvonne Wilson who has been appointed at Cotgrave’s Community Connector and wish to attend the next council meeting to talk to council about her role and discuss several issues that she has been informed about.

0652     Councillor K Chewings asked if the design of the bench for Dr Macdonald could be shared with the resident of Cotgrave.  The design will not be shared and will have a reveal at opening of the area.

0653     Councillor Chewings had been contacted regarding some concerns about trees on Woodland Close.

0654     Councillor Myles asked if there had been any update on the uneven footpath on Colston Gate.

0655     Councillor Shaw welcomed the yellow lines on Daleside but noted that vehicle was still parking in an area which impaired the vision from the junction and could the police consider reminding the owner.

0656     Following the works by Cadent on Daleside, the road surface where the repairs were undertaken has started to break up.

-The meeting closed at 8.45pm

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

Minutes of the Personnel Committee Meeting
21st March 2024

Present             :          
Councillors K Chewings, L Healy, S Mitchell and N Monday.

Apologies         :          
Councillor R Butler

Absent              :          
Councillor S Gardner

In Attendance    :          
Julie Stephenson (Town Clerk) and Jane Pick (Administration Manager) –  Cotgrave Town Council.

The meeting was held in the Cotgrave Town Council Office and commenced at 4.10pm

Due to the apologies given by Councillor R Butler (Chairman of the Committee) Councillor K Chewings agreed to Chair the meeting.


0078     The apologies given were approved.

Declarations of Interest

0079     No declarations of interest were given.

Public Open Session

0080     No members of the public were in attendance at the meeting.

Minutes of the meeting held on 29th February 2024

0081     The minutes from the Personnel Committee Meeting dated 29th February were noted and approved.

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

0082     Plans regarding covering a member of staff during a period of sickness was discussed and a plan going forward on how to prioritise the council’s workload for the Spring and Summer months.

0083     A short-term temporary work as been engaged to help with the current workload.

The meeting ended at 5.55 pm.

Chairman: ………………………………… 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.

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

028       Permission Refused

            25/00074/FUL    The Old Stable View, The Fosse, Cotgrave, Nottingham, NG12 3HF –
                                    Proposed erection of an agricultural storage barn, including change of
                                    use of land from residential garden to padlock (agricultural land).

Chairman …………………………………… Signed as a True Record (Date)………………………………