Present
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.
Absent
Councillor H Brumpton
Attendance
Julie Stephenson (Town Clerk), Jane Pick (Admin Manager) – Cotgrave Town Council.
The meeting was held virtually, via Zoom, and commenced at 7.50pm.
Apologies
1642 No apologies had been given.
Declarations of Interest
1643
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
1644
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
1645
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.”
Progress
1646
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?
1647
The Clerk will make contact again with the County Council.
1648
M1547 Letter to Barratts
No further correspondence has been received from Barratts, and Councillor K Chewings asked if this could be chased up again?
1649
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.
1650
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.
1651
Councillor M Chewings asked if some more training could be made available for using defibrillators?
1652
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.
1653
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.”
1654
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?
1655
An email had been forward to the allotment tenant informing them of Council’s decision, and no response had been received.
1656
M1579 New IT Equipment
The new laptop, monitor and docking station had been purchased and was awaiting delivery and set up.
Planning Minutes
1657
Resolved :
“To confirm the planning minutes recorded the decisions taken by the Council and those of the Planning Authority.”
Financial Matters
1658 Payments
Resolved:
‘’That the payments made since the previous meeting totalling £19,090.95 as recorded below, be approved and the invoices awaiting payment be paid’’.
| COTGRAVE TOWN COUNCIL 5th May 2021 | ||||
| Mick Dutton & Son | 14024 | Battery for ride-on mower | 1 | 57.60 |
| NALC | 2011 | E Training x 2 Data Protection | 1 | 33.60 |
| CISWO | 2319 | Annual Rent – Arthur Ridley S Ground | 1 | 856.45 |
| Opus | 70221341 | Pavilion Electricity | 1 | 32.28 |
| Lyreco Ltd | 61582825 | Covid Guard Disinfectant | 1 | 69.55 |
| Rushcliffe BC | 70855948 | Quarterly Rent Studio 3 | 1410.00 | |
| Rushcliffe BC | 70855910 | Quarterly Rent The Green | 1 | 68.75 |
| Rushcliffe BC | 70855901 | Quarterly Rent Ringleas Park | 1 | 66.25 |
| Rushcliffe BC | 70855895 | Quarterly Rent Grassmere Park | 1 | 68.75 |
| Streetwise | 19070 | Empty Dog Bins/Warden Service | 1 | 518.98 |
| Mick Dutton & Son | 14067 | Service Stiga Mower | 1 | 146.10 |
| Sublime Shine | 577-578 | CTC & CF Window Cleaning | 1 | 61.98 |
| Steve Webster | 1371 | Repair tap at Hollygate Allotments | 1 | 96.00 |
| Community Heartbeat | 8363 | Replacement Defib Pads | 1 | 88.80 |
| Mrs J Stephenson | Ink Cartridges – home working | 1 | 23.78 | |
| NCC Youth Service | Grant – Easter activities | 1 | 750.00 | |
| Notts CC | 92567619 | March Salaries | 1 | 9144.51 |
| British Recycled Plastic | 2512 | Bench for Maddison Field | 1 | 459.00 |
| Rushcliffe BC | Rates 21/22 Office | 1 | 1019.70 | |
| Rushcliffe BC | Rates 21/22 Archive Store | 1 | 107.29 | |
| Rushcliffe BC | Rates 21/22 Garage | 1 | 173.56 | |
| Rushcliffe BC | Rates 21/22 Outdoor Stores | 1 | 199.60 | |
| Acora | 48154 | Data Back Up | 1 | 13.20 |
| Opus Energy | 70397731 | Pavilion Electricity | 1 | 36.77 |
| George Brook | 15 | Tree Works – The Green | 1 | 900.00 |
| Well Medical | 240760 | Defibrillator | 1 | 1494.00 |
| J A Kents | 62288 | April Maintenance | 1 | 906.40 |
| Mrs J Pick | Petty Cash | 1 | 14.79 | |
| Nalc | 2031 | Return to work webinar | 1 | 50.00 |
| Vodafone | 488984464 | Mobile Telephone | 1 | 19.91 |
| Mrs J Stephenson | Zoom renewal | 1 | 71.94 | |
| UK Fuels | 13033 | Fuel | 1 | 131.41 |
| TOTAL | 19,090.95 |
1659 Income
Resolved: “That the income totalling £106,654.11 since the last meeting, as reproduced below.
| 1.4.21 | Cotgrave FC | Rent | 150.00 |
| 23.4.21 | Rushcliffe Borough Council | Precept | 104,712.50 |
| 27.4.21 | HMRC | VAT Refund | 1791.61 |
| TOTAL | 106,654.11 |
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.
1662
Resolved : “To approve the Financial Regulations for Council.”
Defibrillators in Cotgrave
1663
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
1664
Councillor K Chewings, Trustee of Cotgrave Futures, has produced a document regarding the relocation of the Cotgrave Community Kitchen to Cotgrave Futures.
1665
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.
1666
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.
1667
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.
1668
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.
1669
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).
1670
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
1671
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.
1672
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.”
1673
This proposal was seconded by Councillor S Ellis and all Councillors agreed.
1674
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.
1675
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
1676
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.
1677
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.
1678
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.
1679
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.
1680
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.
1681
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.
1682
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.
1683
Councillor K Chewings was not in support of this option.
1684
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.
1685
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.
1686
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
1687
No further amendments had been made to the policy.
Correspondence
1688
Crime Figures
The latest crime figures for Cotgrave have been forwarded to Council.
| Date | Location | Crime |
| 9.3.21 | Marlwood | Theft from motor vehicle – number plates and wind mirror stolen off VW van |
| 23.3.21 | Ringleas | Theft of motor transit van – stolen overnight |
| 25.3.21 | Woodland Close | Theft from motor car – searched nothing taken (keyless entry) |
Clerks’ Reports
1689
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
1690
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.
1691
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.
055
At Council Meeting held on 5th May 2021
21/01105/VAR
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).
21/00927/FUL
Heronbrook Farm, Peashill Lane, Cotgrave, Nottingham, NG12 3HD – construction of single-storey front extension boot room.
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.
Rushcliffe Borough Council, the planning authority, has forwarded the following decisions: –
056
Permission Granted
20/01970/FUL
Walnut Tree House, 11a Bingham Road, Cotgrave, Nottingham, NG12 3JS – two storey side extension, single storey rear extension and new front porch.
21/00824/VAR
Woodend Farm, Owthorpe Road, Cotgrave – variation of condition 2 of planning permission 18/00921/FUL to allow change in positioning and design of dwelling.
20/02920/FUL
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).
21/00914/FUL
43 White Furrows, Cotgrave, NG12 3LER – raise the existing garage roof to provide additional storage and install roof lights
057
Refuse Permission
20/01722/FUL
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): ……………………