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Minutes of the Annual Town Meeting, Annual Council Meeting and Council Meeting on 8th May 2024.

Please note that minutes remain in draft form until agreed at the next meeting.

Annual Town Meeting 8th May 2024

Councillor Ian Shaw (Chairman) and 11 members of the public

In Attendance                   
Julie Stephenson (Town Clerk), Jane Pick (Administration Manager) Cotgrave Town Council, PC Caroline Voce (Nottinghamshire Police)  PC Paul 

Apologies Received            
2 members of the public                                                                                                 

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


0708     The apologies received were approved.

Chairman’s Welcome and Annual Report

0709     The Chairman, welcomed everyone to the Annual Town Meeting and read out the Chairman’s annual report, which is produced below.

The last year has been rewarding in a number of ways.  In May of 2023 there were five vacancies on the Council following the May elections and during the year a further vacancy arose following the sudden and sad death of Cllr. Bill Handbury who had served for over 12 years. Four residents – Cllr. Myles, Cllr. Jeffreys, Cllr. Denham and Cllr. Woodward – subsequently applied for co-option and joined the council during the year.  Whilst there are still two vacancies remaining, all other councillors are doing excellent work for Cotgrave and I would like to thank them all for their help and support.

The Clerk and the Administration Manager have had numerous difficulties to cope with and have in every instance gone above and beyond expectations to ensure that Cotgrave gets the best results possible from facilities provided for residents.  I am sure all councillors will join me in thanking them for their efforts and professionalism.

The long outstanding matter of the proposed building of the new pedestrian bridge over the canal reached its final stage with the planning application being refused by Rushcliffe Borough Council.  Barratt Homes decided not to appeal this decision and further discussions are taking place between Rushcliffe Borough Council, Cotgrave Town Council and Barratt Homes to come to an outcome.

We have been working with the Community Garden to enhance the appearance of the raised beds in the Precinct, Cotgrave Town Council  have been permitted to maintain a limited area within each plant bed and the results of the joint efforts with Rushcliffe Borough Council will become visible as the planting that has been done comes into bloom.

In these challenging financial times, considerable work was undertaken with the budget on which the precept is based and this entailed some very difficult decisions being made.  The ones that will be noticeable will be the absence of the Remembrance Day Parade – reported in my chairman’s report in March of this year and the withdrawal of the Councillors’ allowance that covered incidental expenses incurred.  The saving of these associated costs meant that the precept was only increased by some 80p per year on the CTC element.

The main events of the year were the Safari Sales, a Summer Street Market, the Firework display in November, the Christmas Lights event, and the Pensioners Christmas Meal.  All events were exceptionally well organised and greatly enjoyed by all who attended.   Regarding the Fireworks event, it was felt subsequently from a health and safety perspective, that action needed to be taken to ensure the safety of the hundreds of people attending and the exceptional traffic situation experienced were better controlled.  To this effect a meeting has been held with the Welfare and a plan of operation to be adopted has been written and introduced to increase safety measures.  This will be reviewed annually after the event to make any improvements that are considered necessary.

As the Council’s year has now come to a close, I believe Cotgrave Town Council is in a strong position financially and comprises of an excellent team of Councillors, Clerk, Administration Manager, Ground Staff and Park Keepers who will carry us through the year ahead.

Councillor Ian Shaw
Chairman, Cotgrave Town Council

8th May 2024

Items raised by the Electorate

0710     No items were raised by the electorate.

Nottinghamshire Police

0711     PC Caroline Voce presented a report to the meeting giving information on local policing in Rushcliffe South.  This is reproduced below.

We always encourage Members of the Public to be our ‘eyes and ears’ and report anything suspicious on the non-emergency 101 number of 999 in the case of an emergency, you can also report crimes online.

Current crimes/issues

Cotgrave Leisure Centre is experiencing some issues with travellers and I know PC Saskia Mills has been down and spoken to Manager and Neighbourhood Policing Team have put on extra patrols, there were issues on Polling Day and typically had already gone by the time we arrived, this is clearly and ongoing issue that requires partnership working to resolve and monitor.

There has been two Motorbike theft’s but this was Force wide issue group have been arrested.

Community Garden criminal damage problem solving occurrence created.

General ASB – Door knocking & hanging around the garage block Ringleas opposite Flagholme,

Following an Assault/Robbery on West Furlong & Candleby Lane two arrests have been made and they are under bail conditions, Mansfield CID Team dealing.

Many villages have now set up their own ‘Community Speed Watch’ groups to target speeding through the villages – is this something Cotgrave are interested in setting up again. 

We have now introduced the LAG (Local area Group) meetings again and hold them with Wiverton. Radcliffe and Bingham with the first one held last month, this is a time for a representative from Cotgrave to attend to reports concerns/issues that Neighbourhood Policing Team can target and be aware of.  These meetings are always well attended and a variety of issues and current crime trends discussed.

Again, another vital link is the Beat Surgeries giving Members of the Public an opportunity to report concerns directly to the police, these have been introduced in other surrounding areas and have proved successful and developed relations between police/community.

Lighter nights are coming which always brings increased ASB in all areas, off road bikes etc.

Neighbourhood Policing Teams have been conducting school visits with Primary and Secondary school in the area, this work and education input with children over on-line cyber safety, harassment and bullying, knife crime, drugs, ASB, road safety this all seems to be having a positive impact with young people, again developing positive relationships with the police.

Neighbourhood Police Teams are expanding with a new team (1xSgt, 6 Beat Managers and 1 x PCSO) this team will run opposite our current team which will then give extra cover on the areas, this team will gradually be introduced over the coming months so watch this space! 

You have probably seen the new Rural Police 4×4 truck which will enhance Neighbourhood Policing Team in targeting rural crime enabling us to access the rural areas for hare coursing etc.

The Annual Town Meeting ended at 7.30pm.

Annual Council Meeting 8th May 2024

Present                         :         
Councillors I Shaw (Chairman), R Butler, K Chewings, S Ellis, S Gardner, C Jeffreys (until 7.45pm),  S Mitchell,
N Monday, M Myles, A Simpson and D Stothard.

Apologies Received      :         
Councillors L Healy and M Woodward

Absent                          :          
Councillor S Denham

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

The meeting was held at Cotgrave Methodist Church and commenced at  7.31pm.

Election of Chairman

0712     Councillor S Gardner nominated Councillor I Shaw, this was seconded by Councillor C Jeffreys.

0713     No further nominations were received.

0714     Resolved          :          
“That Councillor  I Shaw  serve as Chairman of Council until the next Annual Council Meeting.”          


0715     Apologies given were received and accepted.

Election of Vice Chairman

0716     Councillor S Mitchell nominated Councillor S Gardner; this was seconded by Councillor K Chewings.

0717     No further nominations were received.

0718     Resolved          :          
“That Councillor S Gardner serve as Vice Chairman until the next Annual Council Meeting.”

Committees/Representation on other Bodies

0719     Cotgrave Futures – Councillors K Chewings, N Monday and I Shaw Friends of Cotgrave Country Park – Councillor L Healy
Personnel Committee – Councillors R Butler, K Chewings, L Healy, C Jeffreys, S Mitchell and N Monday.

0720     Councillor S Ellis proposed to form a Finance and also a Strategy Committee.

0721     Council agreed to form a Finance Committee that will meet 4 times a year, meeting dates will be added to the schedule of meetings.

0722     Terms of Reference will be produced for the Finance Committee.  The committee will be made up of Councillors R Butler, K Chewings, S Ellis, L Healy and I Shaw.

0723     Council agreed to bring the dates of the meetings and terms of reference to the next council meeting for approval.

0724     It was decided not to form a strategy group but to keep this as a working group.

Council Documentation

Schedule of Meetings for 2024-2025

0725     Since Covid-19 Council have been holding its monthly meetings at the Cotgrave Methodist Hall, on the second Wednesday of every month.

0726     At Council meeting held on 13th March, Council discussed whether to continue to hold the meeting at the Methodist Church or to return to Cotgrave Futures which would save Council £330 pa.

0727     Recommendation         :          
Option 1 – to continue to hold the council meetings at Cotgrave Methodist Church on the second Wednesday of
each month at 7pm or

Option 2 – to move the meetings back to Cotgrave Futures on the third Monday of each month at 7pm.

0728     Resolved                      :          
To hold Council meetings at Cotgrave Futures on the third Monday of the month at 7pm.

0729     Resolved          :          
“To accept the meeting dates for 2024-2025. The Chair of Council duly signed the Health and Safety Policy Statement.

Report in relation of Section 137 expenditure – 2023-2024

The Department of Levelling Up, Housing and Communities has notified the National Association of Local Councils (NALC) that the appropriate sum for section 137(4)(a) of the Local Government Act 1972 (the 1972 Act) for local (parish and town) councils in England for 2024/25 is £10.81.

The amount is a result of increasing the amount of £9.93 for 2023/24 by the percentage increase in the retail index between September 2022 and September 2023 under Schedule 12B to the 1972 Act.

Cotgrave’s population as of 1st April 2024,  provided by Rushcliffe Borough Council Election Services is 6017. S137 limit for 2024/2025 is £65,043.77

Councillor C Jeffreys left the meeting at 7.50pm

The Annual Council Meeting closed at 7.50pm

Cotgrave Town Council Meeting
8th May 2024

Present                         :         
Councillors I Shaw (Chairman), R Butler, K Chewings, S Ellis, S Gardner, S Mitchell, N Monday, M Myles,
A Simpson and D Stothard.

Apologies Received      :          
Councillors L Healy, C Jeffreys and M Woodward

Absent                          :          
Councillor S Denham

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

The meeting was held at Cotgrave Methodist Church and commenced at  7.51pm.


0732     The apologies received were approved.

Declarations of Interest

0733     Councillor D Stothard declared an interest in agenda item  11b, Cotgrave FC.

Public Open Session

0734     No members of the public were in attendance.

Accuracy of the minutes of the Council Meeting held on 10th April 2024

0735     Resolved          :          
“That the minutes of the meeting held on 10th April 2024 be received and confirmed as a true record.”

Progress Minutes of Council Meeting held on 10th April 2024

0736     M0666 Planters on Cotgrave Shopping Centre

An update has been received from the Community Garden; they have already completed some of the planting but hope to have all of the 5 beds planted up within the next two weeks.

Ash Lea school students are also sowing some seeds to be added to the beds for mid-summer.

0737     M0667 Sign at Shepherds

            The new sign has now been installed.

0738     M0669 Grass Cutting at Church Yard and Cemetery       

            No further information has been received from the Rector. The Clerk will contact him again in June.         

0739     M0670 D Day 80 6th June 2024

D-Day 80 Anniversary will take place on 6th June 2024.  Cotgrave Town Council will be holding an event on the Green 8.45pm. Members of the public are invited to attend the event.

0740     The event will commence with some music provided by a piper and the Radcliffe-on-Trent Male Voice Choir.  A Beacon will be lit at 9.15 followed by the reading of a National Tribute, this will be followed by the laying of a wreath.

0741     M0671 RBC Growth Board

The Clerk has been in contact with Helen Penniston (RBC). This is an ongoing item and an update will be given once further information is available,

0742     M0675/0676 S H Events/Cotgrave Welfare/Bonfire Event

 S H Events have contacted Council regarding the Bonfire event at Cotgrave Welfare on 4th November 2024.  A letter has been written to both Cotgrave Welfare and S H Events to be signed by all three parties, including CTC, to agree some conditions for the event for this year, following last year’s event to improve the safety of the event if this year’s event is to include stalls etc provided by S H Events.

0743     Council have asked the Clerk to arrange a further meeting between Cotgrave Town Council, Cotgrave Welfare and S H Events.

0744     M0677 Flooding on Hollygate Lane

Councillor Butler said that the landowner has now been identified, and Notts CC Highways will be carrying out works to improve the drainage in this area. Costs will be passed to the landowner.

0745     M0678 Cadent work on Daleside

Councillor Butler informed council that Cadent have now been served notice to repair this site.

0746     M0685-M0690 Parks Inspection

The Clerk has received a safety precaution notice from the manufacturers of the Dennis See-Saw with a weld joint fault, this piece of equipment is on Broadmeer Park which was installed last year It has been reported that the one installed at Broadmeer is showing signs of a small rust spot, paint chipping and a poor weld. This information has been passed to the supplier for an update.

This piece of equipment has been taken out of use by Council and the Clerk has written to the suppliers to arrange a meeting on site with them and Council’s ROSPA inspectors.

0747     M0697 Cotgrave Library

Councillor Chewings has spoken with Library staff and they have had no further issues with the young people.

0748     M0700 Cotgrave Community Garden

The Clerk has passed on details of how to contact Cotgrave Futures to PC S Mills regarding CCTV.

Planning Minutes

0749     Resolved          :          
“To confirm the planning minutes recorded and the decisions taken by the Council and those of the Planning Authority.”

Financial Matters

0750     Payments

‘’That the payments made since the previous meeting totalling 21,246.46 as recorded below, be approved and the invoices awaiting payment be paid’’.

Mrs J Pick Petty Cash16.00
TMS Hardware Hardware142.75
21CC416818D-Day 80 Beacon9658.80
Notts CC92995832March Salaries113,262.10
Three 2 x mobile phones113.99
Rushcliffe Borough Council91755731Business Rates Unit 28 (April)1268.01
Rushcliffe Borough Council9175638XBusiness Rates Suite F (April)1288.30
Rialtas290101Making Tax Digital VAT Submission1132.00
Rialtas29102Asset Inventory Annual Support1198.00
Rialtas29100Data Backup Service1508.80
Rialtas29099Omega Cash Book Support1428.40
Notts County Council Employer Deficit Contribution11927.01
Water Plus5351111Burhill Allotments154.46
Water Plus5400676Unit 28146.31
Sublime Shine878Cotgrave Futures Window Clean161.88
Joyful Jukebox Grant1500.00
UK Fuels10018160Fuel163.38
Clerk Direct Subscription Renewal115.50
Meerkat Comms3030Phone and Broadband161.87
Rushcliffe BC71085741Rent Unit 281650.00
Rushcliffe BC71085536Quarterly Rent the Green168.75
Rushcliffe BC71085545Quarterly Rent Ringleas Park166.25
Rushcliffe BC71085830Quarterly Rent Grassmere Park168.75
Rushcliffe BC71086005Service Charge Suite F1180.00
Rushcliffe BC71085456Monthly Rent Suite F13435.00
HSBC Bank Bank Charges110.00
Arco94782014PPE Volunteer Litter Picker157.26
Kent Services66861April Grounds Maintenance11080.00
Opus Energy Sports Pavilion Electricity182.89

0751     Income

Resolved          :          
“That the income totalling £130,151.36 since the last meeting, as reproduced below.

28.3.24NatWest BankInterest227.45
1.4.24Safari SaleStall5.00
2.4.24Cotgrave FCRent160.00
2.4.24Allotment TenantPlot 8 Hollygate Rent, Bond83.73
4.4.24Allotment TenantPlot 10 Burhill Rent, Bond, Key109.41
4.4.24Safari SaleStall x 315.00
11.4.24Face PainterStall Summer Market25.00
23.4.24Rushcliffe BCShopping Centre Maintenance3046.86
24.4.24Rushcliffe BCPrecept123,956.00
29.4.24HMRCVAT Refund2,522.91

Annual Governance Statement 2023-2024

0752     Members have been presented with a copy of the Annual Governance Statement and Accountability Return for 2023-2024 documents, as listed below:-

i)          Section 1 Annual Governance Statement 2023-2024
ii)          Section 2 Accounting Statement 2023-2024
iii)         Confirmation of the dates of the period for the exercise of public rights
iv)         Bank Reconciliation
v)         Explanations of variances between boxes 7 and 8
vi)         Internal Auditors Report

0753     The Chairman read out the Annual Governance Statement and Council agreed that the statement numbers 1 to 8 are all to be answered with a ‘yes’ and all appropriate measures are in place and statement number 9 is not applicable to this council.

0754     Resolved          :          
Council are in agreement of answering ‘Yes’ to the statements on the annual return and statement 9 is not applicable to this council.

0755     Council considered the accounting statement for the year 2023/24 and agreed that the figures agreed with the figures produced from the Rialtas software accounts system.

0756     Resolved          :           Council agreed the figures were correct for the year end 2023/24.

0757     Council considered the finance report from the Internal Auditor following the Internal Audit taking place.

Recommendation        :          
That council consider the information provided by the Internal Auditor following the Internal Audit, to increase the amount of money in the general reserve account by reducing some of the Ear Marked Reserves and reducing the amount of funding to be locked away into the 95 day NatWest Account to £140K.

0758     Council said that this should be an item for the Finance Committee to discuss further and will
            be added to the agenda. 

0759     Councillor K Chewings asked Council to agree to transfer the £180K into the NatWest account     and if needed £40K can be transferred back following the Finance Committee decision.

0760     It has also been suggested by the Internal Auditor that council consider closing the Co-op bank account, which currently has £4986.85 in it, which is not making any interest.

Review of Council Policies

0761     Council received copies of the following policies for review:-

            Finance Regulation 2019 for England
            Risk Management
            Model Standing Orders 2018 (England)
            Health and Safety Policy
            Staff Policy & Procedure Handbook (for adoption)

0762     Resolved         :          
“To approval the reviews of the Financial Regulations,  Risk Management, Model Standing Orders and Health and Safety Policy and to adopt the Staff Policy & Procedures Handbook.”

Working Group Updates

Cotgrave FC

0763     The meeting that had been arranged with the football club had been cancelled due to councillor commitments and this will be rearranged.

0764     Cllr K Chewings has been in contact with Rushcliffe Borough Council regarding the agreement for the providing and building of the mini pitches at Colliers Way, due to the poor state that they are in.

Litter Bins

0765     A further meeting had been held with Rushcliffe Borough Council staff regarding the emptying of litter bins in Cotgrave.

0766     The Rushcliffe Officer  informed that the emptying of all street bins lies with Rushcliffe Borough Council. Cotgrave Town Council are responsible for the emptying of bins on their play areas and owned land.

0767     Rushcliffe and Cotgrave Town Council are still working together to formulate a full list of litter and dog bins in Cotgrave and this may include some bins being removed.

0768     Further meetings are to be planned regarding the bins in and around Cotgrave.

Correspondence (for information only)

0769     Hedgehogs R Us

Hedgehogs R Us have been writing to all councils, in the UK asking them to take part in the Hedgehogs R Us Highway Project.

A Hedgehogs Highway is a 5 inch gap in a fence and is essential in the battle to prevent the extinction of hedgehogs.

A box of 50 is £150 and includes 50 Hedgehog surrounds and 50 information leaflets, a display box and window sticker showing you are part of the project.

0770     NatWest Bank

Information has been received from NatWest bank regarding them reducing  their interest rate of the Liquidity Manger 95 day account from 1st August 2024. The new interest rate will be 3.75% AER from 4.25% and 3.69% Gross rate from 4.17%.

Clerks Reports

0771     The Clerk has received a request from Radcliffe-on-Trent asking if they can use councils staging.  As council does not use the staging, she suggested that  perhaps council could approach them to see if they were interested in buying the staging from Council.

0772     We are hoping that the volunteer litter picker will commence next week.  He will be working 2 hours a day for 3 days a week

Councillors’ Reports

0773     Councillor Simpson said that the Doctors Surgery had stopped taking telephone repeat prescriptions request and these now are only on-line or by taking the prescription in person.

Councillor Monday believed that this service was withdrawn 18 months ago.

0774     Councillor Simpson also reported about parking issues on Candleby Lane, outside the school and Cotgrave Futures and that it is very difficult to see when existing Cotgrave Futures car park especially near to school drop off and collection times.

0775     Councillor Gardner was pleased that the issue with the bin at the bottom of Sandside seems to have been resolved.

0776     Councillor Stothard has been approached from a resident about to suggest including some wildflower areas on the Green.

0777     Councillor Chewings stated that the Open Spaces and Management agreements currently in place on new housing developments continue but are under scrutiny and the design code for new houses will be going live on the Rushcliffe Borough Council website very soon.

Councillors Reports

There being no further business the meeting closed at 9.00pm.

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