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Minutes of Council Meeting 6th December 2023

Please note minutes remain in draft format until approved at the next meeting.

Present                         :           I Shaw (Chairman), R Butler, K Chewings, S Ellis (from 7.04pm), L Healy, C Jeffreys,
N Monday, D Stothard and M Woodward.

Apologies Received      :           Cllrs S Gardner, B Handbury, S Mitchell, M Myles, A Simpson and S Ellis (for lateness).

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

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



0389     The apologies received were approved.

Declarations of Interest

0390     Councillor D Stothard wished to put in declarations of interest for agenda items 10a, 14 and 15b.

0391     Councillor I Shaw wished to put in a declaration of interest for agenda item 10c.

Public Open Session

0392     No members of the public wished to speak.

Co-Option of Vacancies on Council

0393     One resident has applied for a vacant seat for the Ash Lea Ward via co-option onto the Council.

0394     The candidate, Mr Shaun Denham gave a brief resume to Council.

0395     Councillor D Stothard requested a closed ballot vote.  This was seconded by Councillor N Monday.

0396     A closed ballot took place, and 5 councillors vote for the resident and 4 voted against.

0397     Resolved          :           “To Co-opt Shaun Denham onto Cotgrave Town Council.”

0398     The Chairman welcomed Cllr Denham to Council, and he duly signed the Acceptance of Office Form.

Accuracy of the minutes of the Council Meeting held on 8th November 2023 and the Personnel Committee Meeting held on 20th November 2023

0399     Resolved          :           “That the minutes of the Council Meeting held on 8th November 2023 and the
Personnel Committee Meeting of 20th November 2023 be received and confirmed
as a true record.-

Progress Minutes of Council Meetings held on 8th November 2023

0400     M0339 Crime Figures

            Crime figures between 1st September and 17th November are as follows:-

            28.10.23            Criminal Damage          Window Smashed                     Broadmeer
30.10.23            Criminal Damage          Car Tyre Slashed                       Flagholme
4.11.23             Criminal Damage          Window Smashed                     Broadmeer
10.11.23            Vehicle Crime                Transit van stolen                      West Furlong
14.11.23           Theft                             17 Solar panels stolen               Main Road

0401     M0340 Speed Watch

            PCSO Phil Evans has supplied information for obtaining Speed Watch equipment.

0402     Councillor K Chewings said that he had one resident come forward who wished to volunteer, but due to
other responsibilities was now unable to volunteer.  Councillor Chewings will put another request out for
volunteers in the New Year

0403     A residents had come into the Council Office this week to put in her concerns about the speeding traffic and
parking on Owthorpe Road when she is dropping of her child at Ash Lea School.

0404     M0341 Barratt David Wilsons Homes

            An update has been received from Barratt Homes as follows:-

            Hollygate Park (Bridge): This submission (Planning ref 22/02586/REM) was formally considered at the
Rushcliffe BC Planning Committee on Thursday 9th November.  Although it was Recommended for Approval
by Officers subject to Conditions, it was REJECTED by Members culminating in the issuing of a
Decision/Refusal Notice dated 13th November. Barratts will now decide what this means for them and what,
of any future steps will be including an appeal of the decision.

            Hollygate Lane, North: Nothing further to add to the existing commentary.

            Hollygate Lane, South: Nothing further to add to the existing commentary.

0405     Councillor K Chewings had attended and spoke at the Planning Meeting and Councillor S Ellis had put in a
written report for consideration.

0406     M0342 Dropped Kerbs

            Councillor R Butler has raised the issue regarding the dropped kerb with the Highways Department.

0407     M0334 Bus Stop at Spires Hospital

            Councillor R Butler has spoken with NCC regarding the relocation of the bus stop near to Spires Hospital. 
An investigation and assessment of the works required to relocate the bus stop is being arranged.    

Planning Minutes

0408     Resolved          :           “To confirm the planning minutes recorded and the decisions taken by the Council
and those of the Planning Authority.”

Financial Matters

0409     Payments

Resolved:         ‘’That the payments made since the previous meeting totalling £26,574.48 as recorded below, be
approved and the invoices awaiting payment be paid’’.

Adlard Print20822Autumn Newsletter1,622.00
Elexcel11907Christmas Lights 20221,804.80
Sublime Shine830Cotgrave Futures Window Clean61.88
Nottinghamshire CC92934705October Salaries11756.97
UK Fuels13033Fuel156.86
Rushcliffe Borough Cl71057415Rent Unit 28650.00
Rushcliffe Borough Cl71057489Rent Broadmeer Play Park40.00
Rushcliffe Borough Cl71057531Service Charge Suite F180.00
Rushcliffe Borough Cl71057184Rent Suite F435.00
Get Loos190Portable Toilets Christmas Lights216.00
RCAN 23-24 Membership114.00
Nottm Local News60421Delivery of Newsletter288.00
Cotgrave Methodist Church Room Hire 11.10.2330.00
Water Plus3808620Water Charges Burhill Allotments74.82
J Pick Barriers200.96
Showsec195482Remembrance Day Parade2381.59
J Stephenson Remembrance Day Parade55.20
Royal British Legion Grant Poppy Appeal 2023400.00
British Gas828866497Suite F Electricity70.64
NALC2997Managing Closed Burial Grounds40.00
HSBC Bank Charges8.00
Meerkat Comms2697Broadband and Phone Lines60.77
Three Mobile Telephones13.99
HAGS92428Thermoplastic Graphics Broadmeer2892.00
Mick Dutton15615Repair Exhaust Kioti – Tie Cables119.52
Cotgrave Futures784MUGA Electric Charges17.00
J Pick Reimbursement Christmas Tree
Cotgrave Library
Kent Services66272Grounds Maintenance November1045.00
Notts County SuppliesN112300535Refuse Sacks61.88
Cotgrave Youth Centre Grant1000.00
St John AmbulanceSP23008694Fireworks Event 5.11.23126.72
J Pick Christmas Competition Prizes180.00
J Stephenson Christmas Market Consent30.00
Notts County SuppliesN112301454Copy Paper, Dividers, Diaries23.22
J Pick Grotto Dairy Free Chocolate14.00
KCM Inflatables Balance Santa’s Grotto Hire115.00
ABM20105Printer Ink Cartridges192.00
HSBC Bank Charges8.00

0410     Income

Resolved          :           “That the income totalling £622.75 since the last meeting, as reproduced below.

30.10.23Cllr R ButlerNewsletter Advert126.00
1.11.23Cotgrave FCRent160.00
1.11.23Stalls HoldersChristmas Market195.00
21.11.23National GridWayleave Payment5.75
21.11.23Safari SaleX 2 (Cash paid in at bank)10.00
22.11.23Cllr K ChewingsNewsletter Advert126.00

Financial Statements

0411     Members considered and approved the Statements for October 2023 as reproduced at the back of the
Minute Book.

            At the end of October 2023 Council had £4,986.85 in the Co-op account, £156,718.74 in the HSBC account
and £203,500.71 in the NatWest account.


0412     A grant request has been received from Cotgrave FC.  The club has introduced two girls’ teams, one U7 and
on U12 and are looking for funding towards costs to bring these two teams on board. This includes kit
costs, equipment, training, insurance, team registration fees, the estimated costs of £2,500 and were looking
for a grant of £1,500.

0413     Councillor K Chewings proposed that council award Cotgrave FC a grant of £200.  This was seconded by
Councillor R Butler.

            7 Councillors were in favour of giving a grant
1 councillor was against
1 councillor abstained
1 councillor did not vote due to a declaration of interest.

0414     Resolved          :           “To award a grant of £200.”

0415     The grant request from Cotgrave Advice Centre has been withdrawn and will be submitted again in the New

0416     A grant request from Cotgrave Candleby Lane School has been received for £550 for transport costs for the
school choir to attend a concert at Sheffield Arena in February 2024.  This would be to transport 52 children
and 8 staff.

            Resolved          :           “To award Cotgrave Candleby Lane School a grant of £550.”

Personnel Committee

0417     The Personnel Committee have put forward to Council a copy a new and updated Staff Handbook which will
need approval to be put forward to staff for a 6-week consultation period, once staff have had time to read
the handbook and make any comments regarding it, this will be brought back to council for final approval.

0418     Resolved          :           “Approval that the Staff Handbook be given to all staff for consultation.”

Council Events

Remembrance Day Parade

0419     The Remembrance Day Parade took place on Sunday 12th November.  Approximately 70 people marched
from the Shopping Centre to the Church, the parade included a small number of serving or ex-service
personnel and uniformed groups, the majority of people marching was made up from residents. A much-
reduced numbers attended the return journey from Church back to the Shopping Centre.

0420     Showsec provided a very good service to marshal all the road closures which have to be in place, they
arrived promptly and were clearly identified as SIA registered.

0421     The cost of hiring Showsec to marshal the parade was £1,984.66 + VAT.

0422     Recommendation         :           “Do council wish to continue with providing a Remembrance Day Parade in

0423     Councillor C Jeffreys proposed that people arrive at Church by their own mean and attend the church
service without the parade.

0424     Councillor Woodward said that she believed the parade should continue, as it was important for the
younger generation to learn about the act of Remembrance.  Many children attended the parade, some
were even on their bikes.

0425     Councillor K Chewings said that Council should consult the Royal British Legion to seek their opinions on
the parade.  It would also be a good idea for contact other parishes to see how they manage their parades
and road closures.

0426     The Clerk will contact the Chairman of the CBOC branch of the Royal British Legion, and this item will be
brought to a council meeting in the New Year.


Pensioners Christmas Party

0427     Councillor Healy updated Council on the pensioner’s party.

            Tickets were sold on 9th November and 150 tickets were sold on the day.  A small reserve list was created. 
An additional 10 tickets were made available from the £1K that had been allocated to each of the 5 larger
parishes in the Borough. Therefore, everyone who had requested a ticket has been accommodated.

0428     Councillor K Chewings said that he would be able to volunteer on the day.

Christmas Lights & Market Friday 24th November 2023

0429     The Christmas Lights Event and Market took place on Friday 24th November and was very well attended.

0430     14 stalls attended the event, with a variety of different goods, including, Christmas decorations, hot food,
sweets, crafts, and tombolas and as usual Santa was a great success with approximately 250 children
meeting Santa in his grotto in the library, who Council thanks for letting us take over the area.

0431     Council provided a DJ, two children’s entertainers and the choir from Candleby Lane School performed
some Christmas songs. The Christmas competition had many entries, and the prize winners received their
prize after the choir has sung.

UKSPF Funding

0432     The application process to apply for this round of UKSPF is now open and the closing date is 19th January 2024.  The application must meet one of the criterial listed on the guidance form.

0433     The clerk asked Council if they would like to consider if the fund could be used to purchase/manufacture a
sustainable Christmas Tree.

0434     Resolved          :           “To look into getting quotations for a sustainable Christmas Tree and to enquire if an
electricity supply could be provided.”

Allotments Tenancy Fees/Terms of Conditions for 2024

0435     Council considered the allotment charges and terms and conditions of tenancy for all council’s allotments
sites for 2024.

0436     Resolved          :           “To approve the charges and terms and conditions of tenancy for the allotments at
Burhill, Forest Close and Hollygate Lane for 2024.”

Cotgrave Futures

0437     Councillor K Chewings as a Trustee of Cotgrave Futures gave an update.

0438     The Annual General Meeting has taken place and K Chewings was voted in as the Chairman of the Board of

0439     The Trust is financially viable, and the Trustees are working on raising the profile of Cotgrave Futures for the hiring out of their facilities.

0440     An update will be received from the Board of Trustees at each council meeting.

0441     Councillor M Woodward asked what Cotgrave Futures was used for?

0442     Councillor Chewings explained that they currently have 3 licensees, Serendipity’s, Compassion Care, and the
Cotgrave Community Kitchen.  St John Ambulance are also a regular user of the building.

0443     Cotgrave Town Council are the custodian owners of the building but the running of the activities if Cotgrave
Futures Board of Trustees.

0444     Serendipity’s have requested if an external window could be fitted into one of the small rooms that the staff
are using as an office.  The room is very small and original used as a storage area.  Other areas in the
building are available for office use.

0445     The Trustees recommendations if that the window is not fitted.

0446     Resolved                      :           “Not to give permission for the request for an external window to be fitted.”

Correspondence (for information)

0447     Pegasus Group

            Correspondence has been received from Pegasus Group regarding the installation of a replacement mast at
Madisson Park.

            A planning application for prior planning approval has now been received and council will submit comments
to the planning authority.

0448     JBM Solar’s 

            An update from JBM Solar’s on the proposal for Heron Solar Farm between Cotgrave and Radcliffe-on-Trent.

0449     The Clerk will invite them to attend council meetings in either January or February next year.

Reports from Ward Members

0450     Councillor Chewings had attended the Christmas Service at Rushcliffe Oaks Crematorium.  The service was
very well attended.

0451     Councillor Butler said that Rushcliffe Oaks now had a therapy dog, Maisy.

0452     Councillor Butler said that the Youth Club are now working with Nottingham Forest football club and the
project is a great success.

0453     Councillor Butler had attended a presentation for Duke of Edinburgh Awards and was very pleased that
Cotgrave had two young people representing Cotgrave, who had completed one of the awards.

Clerks Reports

0454     The Clerk reported that a member of the park staff had handed in their notice.  An advert has been placed
for the position to recruit someone for the position.

0455     David Warren, Youth Leader for the Young People’ Centres has emailed to thank council for the grant given
by Council. They had achieved 100% of the monies required and the Youth Service is able to implement the
next stage (January-March 2024).

0456     David is continuing to liaise with the Cotgrave Police Beat Manager.

0457     The library had thanked council for the additional Christmas Tree, as part of the Christmas Lights Event and
competition.  The tree is being used to display the competition entries.

0458     The Clerk has received information from Rialtas Software packages and the Clerk wished to sign up for the
gold scheme with a three-year deal.  Council was happy for the clerk to sign up to the scheme.

Councillors’ Reports

0459     Councillor Monday had noticed that the hedging at the end Risegate/Candleby Lane was very overgrown.
  Councillor Butler has already reported Via EM (Highways)

0460     Councillor Monday asked if the gritters had been coming into Cotgrave.  They had been, but only grit on
bus routes.

0461     Councillor Stothard has noticed that people parking on the shopping centre at school times and the car
park is getting very busy.  He has suggested if a one-way system could be implemented.

0462     The Chairman wished everyone a very Happy Christmas.

The meeting closed at 8.48pm.

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.

018       At Council Meeting on 6th December 2023

            23/01168/FUL    Skinners Lock Farm, Peashill Lane, Cotgrave, Nottingham, NG12 3HD, two storey side and
rear extension including first floor side dormer (partially retrospective). (Council
Comments: This is greenbelt land).

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

019       Applications Approved

020       Outline Planning Permission Granted

            21/01203/OUT   Land South of Hollygate Lane and North of Colston Gate, Cotgrave, Nottinghamshire –
outline planning application for up to 90 dwellings with all matters reserved except for
means of access.

021       Applications Withdrawn23/01772/FU      The Old Stable View, The Fosse, Cotgrave, Nottinghamshire,
NG12 3HF – erection of new frontage gates and posts/walls to front entranceway.

022       Permission Refused

            23/01904/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
paddock (agricultural land).

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